Organization in a Google World

foldersIn the era of Google Searches, Minimalism, Social Media and Apps-for-Everything, folks are less inclined to implement good old organizational skills with their data. Why bother? After all, we can Google anything we need. We can re-download that app when we get a replacement phone. I can go on Instagram and see my photos.

Organization, admittedly, has changed a lot. Gone are the days of meticulous maintaining of file cabinets with folders full of critical documents for everything. We can scan those same important documents and keep them electronically and save all that paper and storage space.

Still, there’s plenty of reasons to keep your digital world organized. While you can put just about everything in the cloud and let the cloud keep things organized, it’s not great to rely on it. Sure, you can expect most cloud services that are popular and sustainable to stick around and continue to serve you. Until they don’t anymore. At that point, your data and convenience having the machine manage it for you are gone.

Much of my business involves helping clients extract maximum value from their data while ensuring it is accessible beyond the life of the cloud services and storage solutions they currently rely on. Value can be sentimental or financial – both are valuable. To lose it would be detrimental.

So here’s my formula for ensuring digital continuity that I take my clients through:

Establish a Digital Filing System

It doesn’t have to be detailed – in fact, the simpler the better. Keep file versions of all your important data. Digital files and folders are cross platform and continue to hard coded into every computer system in existence for a good reason – it’s reliable and a known quantity. As Operating Systems, Clouds and other technologies advance, the old reliable file and folder structure remains core to all of it.

Back up your Filing System

Keep that filing system backed up in multiple locations using multiple, independent backup solutions. If one fails (or goes out of business), you still have the others to rely on. Having a mix of external hard drives, cloud services and even on-premise servers are a great way to ensure your data will never disappear.

Sync your Clouds to your Filing System

Not every cloud provider can give you your data in a file format. Beware when this is the case. If you can’t get your data out of the cloud, you’re locked into that cloud and that provider is holding your data hostage. That’s not acceptable for any reason. If you’re not able to export your data to files, move on to a cloud provider that lets you export all your data to files.

Keep Read-Only Archives

Most of your data isn’t going to change over time, so it makes sense to archive the important bits to a read-only archive to avoid accidental changes to the data. Over time, dispose of the archives that are no longer of value (particularly the ones that could be a liability such as old financial records or building drawings).

The Innovation via Automation Cycle

2016-09-04_10-20-12Technological innovation is often described as happening in “leaps and bounds.” As cliche as it sounds, it remains accurate through a significant cross section of technological advancements. Beyond the simplicity of this cliche exists an opportunity for businesses to get ahead in their objectives using automation.

Innovations are temporary solutions

Innovations in computing are making their way into the mainstream at an impressive rate. The most important and significant of these innovations often started their lives as solutions to problems created by previous innovations. By virtue of this, it is assumed then that all innovations run the very likely risk of being temporary until a new innovation comes about to supplant it.

Few innovations are brilliant ideas that materialized from nothing. Most are incremental exercises in problem solving, discovery and good old trial and error. One of the most powerful tools available to work with to accomplish this in computing is automation. Most added value tools (API’s, Queryable Databases, Feature Extensions, etc.) are costly to leverage and rarely return value at a small scale. In contrast, automation is typically available across a broad spectrum of solutions and in flavors that are more accessible and yield results at a more affordable rate.

Amplifying the value of an innovation through automation

Automation is often the first and easiest way that operations can begin exploiting an innovation to discover new value by removing additional human or machine effort, cost and complexity. This is true for businesses of all shapes and sizes. The challenge that is presented is one of what to automate, at what cost and what benefit to the business.

Some years ago, before the introduction of Group Policy by Microsoft, I created a series of scripts over the course of 30 hours that would manage critical Windows Settings, deploy software and perform routine maintenance on desktop computers. I calculated that this automation saved my company 400-500 hours of IT labor over the next 2 years. Instead of a technician running around to each station to handle these tasks, the scripting system handled it for me. Later, I added logging and reporting so I could perform analysis to see where the scripts weren’t working and make adjustments.

Normalizing the benefits of automation

Once an innovation has been successfully automated, it demonstrates the innovation’s value at scale. This leads to the inevitable consolidation and optimization of the combined original innovation, automation and new thinking that comes with it.

In my scripted Windows desktop management example, eventually Microsoft finally got Group Policy right. Once the new Group Policy technology was mature enough, I transitioned my scripts over to GPO. Over time, I would add new policies to GPO that would enhance user productivity and continue to save on the potential IT labor that the feature introduced. It also made it easier for other administrators to come in and help out with policy changes and management.

Innovating in your business before tech does it for you

It’s important to understand that many innovations that found their way into the mainstream started out as an automation project in the operations of the organizations determined to make the most of their investments and gain competitive advantage.  I’m not trying to suggest that automation is the only way to drive innovation – it’s not – it is, however, something that is accessible to your business and has a fantastic track record of success.

Organizations that leveraged some form of automation in their operations to create value before it was consolidated into commercially available products held an untouchable competitive advantage for a time. It takes an entrepreneurial mindset and technical acuity to successfully innovate within your operations. Before you dismiss the possibilities of what your operations could be doing, it’s worth it to dream a little and challenge your technology specialists to participate and deliver.

I get to do this every day in my consulting practice for my customers. We have created many automated solutions before they were commercially available – from real-time BIM Collaboration Platforms to on-demand Image Scaling solutions within web applications. Automation is a powerful tool in today’s app-economy that seems to have a solution for everyone. Why? Simply put – when everyone has the same solution, the playing field is leveled. Your ability to add value over your competition is marginalized. By using automation to bring new value to your business proposition, you position your firm to deliver better design, higher quality services and an unmatched experience for your customer.

Security needs a plan B

IMG_2510Passwords are a pain. Even when armed with a great password manager like LastPass, you still have to manage sometimes hundreds of passwords at a time. While infrequent, there are occasions where you need a Plan B to get into your account in case something goes wrong. LastPass has an Emergency Access feature that, after a waiting period, allows a trusted third party to gain access to your account in the event that something happens to you or you lose access to your email and phone number.

There’s no question that the old username/password authentication scheme is outdated and a huge pain for users. When looking at new ways to authenticate us to our apps, there are some great ideas out there. Let’s consider Copper for a moment. They have created a platform that’s easy enough to use that turns your mobile phone into your authentication means. It does this by sending you a text message each time you use the authentication and the site or app you are accessing requests that you punch in your one time access code. This is a great means to validate that you are who you say you are.

But. And it’s a big But.

What happens if you suddenly need a new mobile number and no longer have access to the old one? Copper says to this:

“We don’t currently have an ability to transfer accounts. There are some thorny security issues to work through. We think about it from time to time so watch this space.”

What happens if your mobile is lost or stolen? Again, Copper says to this:

“We don’t yet have a good way to allow users to block or lock their Copper account temporarily—we know that we need to build that capability, and it’s on our roadmap as we iterate on this first version of the product.”

Rats! This is a dead end for this authentication technology, unfortunately. Without a Plan B – this authentication solution will fail to serve users with the recovery options they need when things don’t go according to plan.

Too bad – I really hate passwords.

Removing the Performance Bottleneck in Desktop and Laptop Computers

A performance bottleneck slows down even the most capable computer.

If you are experiencing a slow computer, going through some or all of these exercises will speed things back up. Don’t run out and buy a new computer. You’ll run into the same slow computer blues you are experiencing now in a matter of months.

Speeding up an existing system is done by removing the bottlenecks causing the performance degradation. I write this on a 2008 iMac that I recently walked through this exercise on. It’s just as fast as the brand new iMac I spent time with a few weeks ago at a customer site.

Hard Drive Upgrade

Computers in the low and mid-range typically feature a mechanical hard drives. They are cheap and plentiful. Mechanical hard drives (aka HDD’s) are so slow that they become the primary bottleneck of any system (this includes servers, too!)

Replacing an HDD with an SSD will speed up everything on a desktop or laptop computer. I’ll spare you the physics lesson that explains it. How much faster is it? A factor of 8 or more. I’ve watched computers that took 2 minutes to boot with a mechanical hard drive improve to just under 20 seconds with an SSD. A professional can upgrade you to an SSD for less than the cost of a new computer. From it, you get the benefit of a super-fast experience booting up, launching programs and opening large files.


The reality is that everything needed to run a computer comes with the operating system (Windows and Mac alike). PC manufacturers love to load software you don’t need – including their own worthless utilities. These unwelcome space and computing hogs create their own unique set of bottlenecks on your system. It’s necessary to both remove these bottlenecks and optimize the system back to how Microsoft intended. It takes a professional in most cases – money well spent. Mac users have an advantage here – Apple doesn’t ship bloatware on a Mac.

Viruses, AdWare and RansomeWare

Bad stuff sneaks in through the front door now – most often through your email or web browser. The methods are so varied and numerous, it’s not realistic to attempt learning the kung-fu master skills you need. Once it gets in the door, your system will slow down and behave oddly. A good defense is running Microsoft’s Security Essentials at all times on the PC and avoiding downloading or browsing anything that sounds too good to be true. If you do get infected, a professional can help remove the unwelcome bits.

Beware: Commercially Available Protection

Mac users are at some risk of getting viruses and adware, though far less than their Windows counterparts. I’ve never seen a compelling reason to invest in any protection on a Mac other than to always install updates as soon as they are available. Windows comes with Security Essentials as mentioned previously – which is sufficient for most individuals.

So what’s the problem with commercially available protection? Most of it wastes computing cycles and impacts productivity in a bad way and redundant to what’s included with your operating system. Increasingly, malware disguised as protection is finding it’s way into computers as well.

Don’t feel like a fool if you’ve always paid for Norton or McAfee or other security solutions. Prior to Microsoft and Apple taking a hard stand on security, it was something you had to have. Those days are past us now. I do recommend having a professional remove your old protection software and turn on Microsoft’s Security Essentials for you if you’re on a Windows PC. Mac users will not often have this challenge.

Old Wireless

Most of what we do with our computers is online these days. Slow Internet can cause your system to appear slow. The biggest contributor to this is your wireless network. If you’ve had the same wireless access point for 5 years or more, it’s time to upgrade. With more of your neighbors installing WiFi, you’ll find that your range and speed are lower than they used to be. This is caused by the fact that all WiFi shares the same radio frequency spectrum where there’s only so much room to share.

Newer wireless access points have more capacity to deliver the Internet to your computer faster. They feature the ability to tune themselves to different parts of the spectrum or be manually tuned by a professional to overcome the challenges of a crowded frequency spectrum. These newer access points often have the ability to track where your device is and ‘point’ the signal towards your computer or mobile device in order to cut through the noise.

Other Bottlenecks

There could be other bottlenecks in your setup that aren’t covered by this post. I highly recommend hiring a professional to audit your computer and make changes to remove bottlenecks – particularly if you find that after doing everything here that things are still slow.

In my dreams, I was never impatient

I have dreams on occasion, and often they feature a recurring theme: my first car. It was nothing sexy or memorable – a little station wagon with no radio, airbags, AC or anything at all, frankly. A stripped down little import wagon that my Grandfather had picked up new in the early 80’s. It had ended up in our family after being passed around a few times between aunts and uncles who didn’t really want it.


I had it for about 3 years. It would go through bouts of running rough or needing a repair here and there. I did all the work on it myself, taking care of it as best I was able (for a teenager with minimal income) knowing full well that it was the only rig I had. It represented freedom – something I valued a lot as a teen. This little car was a best friend to me.

There came a day where I was impatient and filled the radiator (which had been leaking) with water instead of anti-freeze. An overnight freeze came and destroyed the engine. It was traumatic. I wanted nothing more than to bring my friend back to life. For my graduation present, I asked my parents for a new motor. I would replace it myself. 2 years of auto mechanics in school had taught me everything I needed to know to pull it off. So, they ordered me a replacement engine. But not a new or even rebuilt one – but rather one that had sat in a junk yard in Japan somewhere for a very long time. When it arrived, strapped to a palette – it looked horrible. Dirt, rust and dried oil everywhere.

I again was impatient. Despite recommendations by the shipper and mechanics, I refused to tear the engine down to see what the insides looked like. Months went into installing it into my little wagon. When I cranked it over the first time, it ran. It sounded really good, too. But there was a problem – it was burning oil and smoking profusely out the tailpipe. It didn’t stop. I tried everything. I even took it to a mechanic who sat on it for weeks until telling me there wasn’t anything they could do. The rings were likely seized and that would require tearing the engine down to fix. I didn’t have that kind of money or patience.

We towed it home and parked it outside. It sat there a long time. I finally sold it for $250 knowing that whomever bought it had a huge project ahead of them. I shed a few tears watching the new owners drive it off, smoking like a bandit. I had already replaced her a few months before with a different car.

So, my wagon – my friend – appears in my dreams regularly. She’s always been there, just waiting for me to find her in the garage and say – ‘Oh! There you area, let’s go for a drive like old times!’ In my dreams, I’ve grown older, but she hasn’t. I hadn’t been impatient with her and treated her poorly. She still runs like the old days and even challenges me to race her around the various neighborhoods I grew up in. I can even hear what that little old motor sounded like and the whining transmission it was strapped to in these dreams.

But, the dreams all end the same – she disappears moments before I wake up and I can’t find her. I wake up sad. I lost my friend again. All I have is her ignition key in my hand.

It’s a constant reminder to not allow my impatience get the best of me. The pain of a preventable loss is one that can haunt a person. I haven’t quite figured out how to find peace with my old friend who is gone. It’s been 20 years and I can still count on this dream at least once a week.