Tag: information management

Seven Steps to Reclaiming Your Desktop

 
Cluttered Desk
A few weeks back we wrote about de-cluttering your email’s inbox. Today we’ll tackle your desktop.
 
Your digital desktop is like your physical desktop. A screen filled with file icons is like a desk with massive piles of paper. The main issue with disorganization like this, is not being able to use the information that you’ve already created. If you are funded by grants, for example, there are times when you are called upon to provide data and collecting it takes time. Or, if you want to apply for a grant or an award, you will need to support your application. Curating your own information should not be a timely or overwhelming task.
 
Clutter, both digitally and physically, can cause an ambiguity effect. That is, when something seems ambiguous, we avoid it.
 
How do you know your information is cluttered? Because you:

  • Can’t find stuff
  • Can’t understand it even when you do find it
  • Stuff is stored in scattered locations
  • Poor memory of what you have and where it is
  • Low level of compliance with policies or laws (highly relevant if you are incorporated or a registered charity)
  • Can’t bring together the complete story of an issues, project, or event.

 
Here are seven steps to clear desktop clutter:

  1. Start by identifying the different themes or functions of your work.
  2. Each function needs its own folder.
  3. Within each folder are sub-folders and files.
  4. Everything that has to do with that function must be housed within the corresponding folder.
  5. Title all folders and files a name that describes what it contains.
  6. Each folder must be mutually exclusive –that means only contain information about one thing, it must be exclusive from the other folders. And each folder must be collectively exhausted –that means everything must have a place. (It is so much easier to put things away when you know where they go).
  7. Start dragging and dropping.

 
The digital filing system needs to mirror the paper filing system and email.

Six Reasons For A Content Audit Of Your Nonprofit’s Website


 
Content audits are a way of excel-ifying your website. With the help of a worksheet, all webpages, titles, descriptions, links to other pages, tags, and images are catalogued and recorded.
 
The purpose of a content audit is to track of the metadata of your website. So if you, for example, take down a page, you can easily find what other pages link to that one. Content audits allow you to ensure the information on the website is relevant and up-to-date, and any stale content is easily identified and and removed.
 
Marketing managers, communicators, and SEO experts all have their own reasons for conducting a content audit. For the nonprofit information manager, a content audit allows for analysis and management of the content of your website, which is the digital version of your organization.
 
Here are six reasons why content audits are an excellent idea:

 

  1. You won’t lose track of what is published online. As your organization develops over time, priorities and focus shift. Content audits ensure your website stays accurate and reflective of the organization.It ensures a solid mental model.
  2. A mental model is a spatial map, it’s your vision of the flow of the website or the path a visitor will take to go through the website. Auditing the content of your website ensures the user’s experience is what you want it to be.
  3. Know what is there. Organizations get called upon to show what they know and do regularly –for grants, awards, audits, stakeholders, etc. Rather than rewriting and recreating each time, a content audit allows you to quickly and easily find what has already been done.
  4. At a glance you will be able to conduct an evaluation of your website. That means that regularly, say monthly, you will be able to see what is on your website and evaluate its purpose and relevance.
  5. People normally visit websites to find information. Negative feedback of your website will most likely be about this. A content audit allows for an analysis and constant improvement of the information flow.
  6. Improved Search Engine Optimization. All SEO efforts require an analysis of the content of your website.

 
If you want to get started, here is a great template published by 4Syllables, <http://4syllables.com.au/resources/content-audit-template/>

Information Management Webinar

Information Management: The flow of information in a group or organization can overwhelm the best of us; it can clutter a cause, muddle a mind, and waste endless amounts of time. This webinar will explore how to manage key information hubs like email, online information sources, and digital and hard copy documents. You will be able to establish a system for information that flows in and out in a useable and retrievable way that prevents the loss of information, reduces redundancy, and supports good decision making.

The following presentation is made available in the Prezi video below.
 
Once you press the play arrow at the bottom left corner, the presentation will begin.
 
You can move along at your own pace by using the forward or back arrows. Each slide has an audio narration. Use the button at the bottom, right hand corner of the video to toggle to a full screen.