There is nothing better than instilling personal confidence in finding what you need when you need it. And for most people it is an experience of relief simply by removing clutter. There is a benefit to emptying your mind regarding how you organize all your files, and not attempting to remember details of sequences of events and file storage. Organization does not fit everyone the same way, it will look different to each user, but it will serve each individual better. Its less about filing cabinets and more about virtual assistants. If you use multiple options besides your mind to rely on recording something you can avoid mental overload and reduce paperwork. A loose bundle of information becomes valuable as long as you have the ability to search and in return get back whatever is relevant to your inquiry. And when you find people to work with that are skilled in areas that you arent, collaboration frees you to focus on what you do best so you dont have to bear the pressure of doing it all.
Some tips from the Chief Information Officer and the VP of Engineering of Google (He has two titles):
Empty your head the mind cannot reliably remember multiple things/events as a reminder mechanism and since incomplete tasks take up more memory and lead to stress let go of trying to hold everything in your mind.
Swap the idea of filing cabinets for a high-rise information building that keeps expanding.
Redefine organization as search (not surprising since search is what Google does) dont spend time making an order to how one would search for a file, simply put it into Internet storage (or other local drives/flash/backups).
Leverage other people and their ideas this approach works for information management, when you come across great ideas or intriguing thoughts throw them in with other peoples great ideas and see what forms. Whether you do this via e-mail, blog, web site, or smart searches doesnt matter; the sharing is whats important.
And a tip from a time-management consultant in the same issue of Mens Health where the above four tips appeared (January/February 2008, pg 130-131) regarding making more effective to-do lists make separate lists for seven life areas: health, relationships, finances, material goods, career, education, and recreation.
*** update *** 1/6/09
Actually, with the new features the Gmail application has integrated, such as the capability to access your email account within a cell phone browser, make multiple message drafts, and the ability to read and prepare messages offline, it does seem to offer quite a bit to help organize and communicate/share with others (including text/SMS within chat). Viewing attachments as html without having to open the files, pop and imap integration of multiple email accounts within Gmail, as well as Gmail itself can be accomplished on a mobile or pc. Ten years ago this was the kind of thing techies were dreaming about. Now that its here (along with increased storage of 7GB), it may offer practical tools to help organize your life, remind you of events, create task lists, and find what youve archived from any connected pc or mobile device.
Where time management and organization experts have been short-sighted is that the idea of organization has evolved with technological changes that act like an assistant or in the case of Gmail as a storage option, a magic closet that you can keep stuffing things into, and when you look for something you get back everything that relates to what you were seeking so youre able to keep adding without the clutter.