It’s Virtually Done (IVD) Blog

I know. You’re thinking “Is she still going on with this computer check series?” Well…yes. I’m here to tell you that when you stop taking care of your computer, it’s going to let you know. Sometimes it will be in subtle ways, like the occasional lock up or blue screen, and other times in more not so subtle ways like a computer crash.

When we bought our first new computer, I bought a user manual for the operating system (Note 1), and I still use this book today and refer to it with different operating systems. Don’t you love great reference books?

One of the computer maintenance tasks that I do regularly (once a week) is Scan Disk, and as needed (once a month) Defrag. These were lessons that I learned in my Using Microsoft Windows reference book. They’ve served me well.

Scan Disk, also called the error checking tool, checks for bad sectors and errors on your hard drive, and attempts to fix bad sectors. Why would we not do this regularly? This becomes more critical as you fill the space on your hard drive.

To do this, when I don’t need my computer for several hours and all my programs are closed, I:

1. Open My Computer (an XP).
2. Right click on the drive I want to check, my C drive, for example.
3. Select properties>Tools>Error Checking>Check Now.
4. I check both boxes and then hit start.

The message then tells me that the computer will start this task when I next restart my computer. I do that, and when I come back, it’s done.I’m going to quote Dell Help and Support because their definition of what “defragging” does is eloquent: “Disk Defragmenter consolidates fragmented files and folders on your computer’s hard disk, so that each occupies a single, contiguous space on the volume.” I feel like I’ve cleared the table, done the dishes, and put them away when I’ve “defragged” my computer.

Defrag works much the same way as Scan Disk. I make sure that all of my programs are closed. Again, I allow several hours for this operation:

1. Open My Computer (an XP).
2. Right click on the drive I want to check, my C drive, for example.
3. Select properties>Tools>Defragment Now.
4. I hit analyze to see if the computer thinks that it needs to be defragged. If it has been awhile, I defrag even if the computer doesn’t think it’s time yet.

Unlike Scan Disk, which needs to restart the computer first, Defrag starts right away.

Don’t you feel better now? I do!

(Note 1: Special Edition Using Microsoft Windows Me, Ed Bott, Que Corporation, 2001.)

We all create systems, sometimes in subtle ways, to make our life easier and to meet our needs. Do you put your car keys in the same place each day so as not to misplace them? It may seem like a simple act, but it’s a system — an organized, coordinated procedure that creates a desirable effect.

Systems help us in our home and work life by:

1. Helping us remember.
2. Keeping us organized.
3. Communicating to others.
4. Triggering subsequent events.
5. Simplifying tasks.
6. Saving us time.

We use systems in our home and work life. Here are examples of systems in the workplace:

• Leaving important papers on a colleague’s chair so he’ll be sure to see them.
• Marking an opened email as unread so it will get your attention later.
• Attaching a sticky note with frequently needed information to your computer monitor.

How do you know that you need a System?

Chances are that you’ll know when your current method of accomplishing a task is failing you. If you are forgetting items you meant to remember, losing or misplacing things, these are red flags. Another signal that a system is needed is if a repetitive task takes longer than it should. For example, if you repeatedly look up the same information, instead, you might make the information more accessible.

Now that you know that systems can improve your life, and you know some of the symptoms that a system is necessary, let’s look at the steps of a real life example.

Step 1: Identify a Challenge
As a small business owner, or just a busy person, you have trouble paying your bills on time.

Step 2: Devise Possible Solutions
You could pay each bill as it arrives, or designate certain days each month to pay bills. You could set up automatic bill paying through your bank, or you could prepay your expenses. What other possible solution makes sense to you?

Step 3: Evaluate Each Option’s Suitability
A system is only going to work if it is something that you want to do, and it fits your lifestyle. Examine these factors:

• Life Circumstance. Ask yourself if you can pay your bills as they arrive if you only get paid once a month, for example.
• Consistency. If you decide to pay your bills on the 1st and 15th of the month, will that work if you travel frequently in your job?
• Trigger. Ask yourself if a reliable reminder exists (such as a recurring electronic appointment in your calendar program) so that your system will work consistently.

After evaluating possible solutions to your challenge against your particular lifestyle, and identifying a trigger to ensure consistency, give your new system a try. Don’t expect your first solution to work necessarily — keep at it. Your effort at arriving at a workable solution will be rewarded with the system’s success.

Don’t go around saying that the world owes you a living. The world owes you nothing. It was here first. Mark Twain