Computer Organization for Event Planners
A Guide To Backing Up Files And Clearing The Clutter
The event industry has a lot of files flying back and forth between clients, planners, stockholders, attendees, and vendors. Where do those files go when we are finished with them? They clog up our computers, making them slower and less reliable—not what we need.
Unlike the old filing cabinets, we can’t see most of the the untidiness blocking our days from tip-top performance, so they often go neglected until we are desperate and ready to hit the factory reset button. The best way to avoid this is by regularly organizing your computer and having a clear organization plan that works for event planning. Here we are sharing our best tips for tackling the computer chaos.
Deep Clean Your Computer
Before you start organizing your event files, go full Marie Kondo and purge your computer’s contents. This will give you a clean slate to work with and help your computer run better too.
First, Backup Your Files
Just in case you delete anything important by accident, it is good practice to backup everything before you dive into cleaning up. Download your files and photos to an external hard drive or cloud.
Scan For Viruses
Before you get too deep, go ahead and run a full virus scan of your computer’s programs and files. Use your existing antivirus software (you do have antivirus software, don’t you?) and have it scan everything. This will find any malware lurking around, giving you a head start on cleaning up.
Set Up A Cloud-Based Backup
You should be backing up your files and photos regularly, and ideally you would be using a cloud-based backup system as well. Keeping everything in a cloud, such as Google Photos, Dropbox or IDrive, keeps it safely tucked away in case of thefts, fires, floods, and even coffee catastrophes.
Delete Or File Old Downloads
Your downloads folder is likely filled to the brim, making a considerable dent in your computer’s storage space. As painstaking as it can be, sift through this folder for anything important, file it away, and delete the rest. Do the same for your other folders, making sure that your organizational system is working and everything is in its place—no “junk drawer” folders allowed. If you use a Mac, the Reduce Clutter option will make recommendations for files it thinks you could delete.
Clear Your Desktop
Some people instinctively keep their desktops clear of clutter, and others use more of an organized chaos system. Of course it is fine to have a few frequently used files on your desktop, but try to be honest with yourself and only keep out what is necessary. Organize everything else according to your system so that you know where each important document and photo is when you need it—you never know when you might need a copy of a vendor contract or those venue photos.
Organization for Event Planners
Event management requires lots of documents and photos, but that doesn’t mean you have to let them take over your computer. Successful event planners use organizational tools and resources to stay ahead of the chaos.
Keep It Online
When possible, keep work documents off your computer with online sharing platforms like Dropbox, Microsoft Teams, Box or productivity platforms like Slack. You can upload, revise, and store reference notes and documents in organized folders. Everyone can access the most recently updated version, keeping everyone in the loop.
Work On Live Documents
For documents that your team is constantly updating or collaborating on, use live document sites like Google Docs, Google Sheets, or Live Worksheets. Your team can work together and always have the most updated version, along with comments and questions right on the document—no more flurry of emails with attachments to download and clog up your computer.
Bonus Tips: How To Clean Your Computer (Because It Definitely Needs It)
Although we frequently clean our homes and desks, many of us neglect our computers. With lots of nooks and crevices, computers can gather dust quickly, and some of it could be hazardous to its operation.
- Turn off your computer. This is very important to the safety of your hardware.
- Using a lint-free microfiber cloth, use either a computer cleaning solution or a small amount of water to wipe down the outside surfaces and screen.
- Use compressed air to clean away the dust and crumbs from between keys and any small crevices.
- Dip a Q-Tip into a small amount of isopropyl alcohol and swipe around the keys.
The event industry can come with an overwhelming amount of files, photos, and correspondence, and your future event success could depend on how well you organize your data for easy use later. Contact us for our best strategies to optimize our organization for event planners.