Organization & Productivity Archives

August 11, 2025 By yclmanager5

Back Up Your Files NOW!

Here’s the rule of thumb for when and where to back up data.

The more important the information

The more often you should back up and

The more distant those back up files should be.

I back up my QuickBooks data every 2 days and every time I do a lot of input. I don’t want to re-build or re-do a lot of entries. So the time it takes to do the back up is a savings compared to the frustration and time required to re-do the work.

If YCL does more than 1 hour of input on a website, we back up the site immediately. No need to risk losing that work!

Really important information like a password list, payroll records, client info, photos of grandchildren, etc. should be in 2 or 3 different places. Maybe a copy on a thumb drive in your office. A copy on Dropbox. A copy on iDrive.

If the thumb drive gets corrupted, you can pull from Dropbox or iDrive. If Dropbox crashes, you can pull from the thumb drive or iDrive.

Yes, even files stored on the cloud should have back ups!

Case in point, I store all of my passwords with LastPass. It’s a great software that I’ve recommended to many of you. A month ago CenturyLink had a nation-wide system disruption that affected the LastPass servers. I couldn’t log in!! The info was still there but I couldn’t get to it. Now I am exporting the passwords once a month and storing them in Dropbox.

I highly recommend that at least one of your back ups be automated. Sync everything with Dropbox. Use iDrive. Buy an external hard drive with back up software. Automating the process will save you time and give you protection even on those super busy days where little tasks get missed.

You can set up Dropbox to automatically sync files from your computer. You can use iDrive or Google Drive to schedule back ups.

Don’t wait for a disaster to happen. Plan and implement your system now for peace of mind.

July 28, 2025 By yclmanager5

Productivity

I’ve been using ToDoIst for 5+ years now to manage the many tasks I have for clients and big projects. They recently emailed a tool to help you decide which productivity method is the right one for you to use. It has to be something that you really will use over a long period of time.

I use a mix of electronic and printed. I put the tasks in ToDoIst so they don’t get lost then print them each day so I can get that endorphin rush when I check off a task. I print a list before a client meeting to be sure I talk about all the projects we’re working on.

Click here to take the quiz!

July 12, 2025 By yclmanager5

Only One Gmail Inbox

Having an Inbox, Social and a Promotions tab is too much!! Sorting is supposed to help but it just mucks things up for me.

So turn the extras off.

In Gmail,

Go to Settings
Settings
The Inbox tab
In the Categories section,
Un-check Social, Promotions, Updates, Forums
At the bottom of the page, click the Save Changes button

Go back to your Inbox. There’s only 1!!!!

March 12, 2025 By yclmanager5

Copywriting vs Content Writing: Understanding the Critical Distinction

“The difference between copywriting and content writing isn’t just academic—it’s the key to generating 3x more leads while spending 62% less on marketing.

While both disciplines fall under the umbrella of content marketing, they serve distinctly different purposes in your digital strategy. Copywriting focuses on driving immediate action and conversions, while content writing builds long-term relationships and establishes authority in your industry. Ultimately you will need to choose your strategy based on your specific marketing goals and target audience.”

Click here to continue reading.

March 10, 2025 By yclmanager5

16 Ways To Maintain Client Communication

This article from Forbes gives you some great suggestions for how to improve your communications with your clients. It’s a new world so we need new methods as well improving the standard methods.

Click here to read the full article.

November 12, 2024 By yclmanager5

Email Interruptions

A new study from the University of Illinois at Urbana-Champaign indicates that on average each email interruption you allow costs you 17 minutes. The study was sponsored by Microsoft (one of the big culprits in the email frenzy!).

              See the alert flash on your screen or on your Blackberry.
              Stop what you are doing.
              Go read the email and respond.
              Go back to what your project and get your focus back
                   17 minutes of your day

And you wonder why you can’t get your work done!!

Instead follow this simple procedure to improve your email handling. I go into more detail in the Outlook Email Management class but even these minor changes will improve your productivity.

When you see an email alert or message pop up, look to see if it is a TRUE emergency. If it isn’t, let the message go to your Inbox.
Check your Inbox every 2 hours. People would wait that long if you were in a meeting or out to lunch so the short wait won’t kill anyone, lose a client or irritate your boss. Remember that you did look at the incoming message to confirm it wasn’t an emergency.
Now you can handle all of the emails as a group which makes the process more efficient.
First sweep through the Inbox, delete the junk. Move the “read later” newsletters, jokes, etc. to a Reading folder to be perused at a more convenient time.
Second sweep through the Inbox, take care of any email that can be handled in 2 minutes or less. Reply or forward as needed then delete or store the original email in the appropriate folder for retrieval if ever needed.

Also store all of the FYI emails. You were copied to keep you in the loop but the message requires no action from you. Put the message in a folder so you can find it if the subject comes up and you need the background material.

6. Third pass through the Inbox is where you have to use your
thinking cap.

You don’t want to allow an email to become a priority for your day just because it was an email. So turn the message into a Task on your To Do List so it can be prioritized and managed along with your other tasks for the day. Outlook has a feature to do this very easily. We can figure out how to make it work in your task management system if you use some of software or method.

If necessary, reply to the message just to acknowledge the sender. “Cindy, got your message and will take care of _____ on Wednesday.” Cindy feels respected and knows that her issue will be addressed.

Now store the message in the appropriate folder where you can find it Wednesday when it shows up on your task list.

7. After the third pass, your Inbox is empty! It’s ready to gather the
next two hours of emails.

You are ready to go back to your Task List to work on the projects you had planned for the day. You’ve saved time by not jumping at every individual email. You’re responded as needed to keep everyone happy.

As I mentioned Outlook has features to help you be more efficient. This is where software can really make an improvement in your daily life. Take advantage of it!

November 11, 2024 By yclmanager5

Why Website Maintenance is Essential for Your Business

Your website is often the first impression customers have of your business. But you have 10 seconds or less to grab the visitor’s attention and trust. Without regular maintenance, your site can become slow, outdated and vulnerable to security threats. By keeping your WordPress site up to date with the latest plugins, themes, and security patches, you ensure it runs smoothly and securely.

Routine maintenance not only improves site performance but also boosts your Search Engine Optimization (SEO) ranking, helping you attract more visitors. It also prevents costly issues, like crashes or broken links, that can drive potential customers away. Regular care keeps your website a powerful tool for growing your business.

Call Your Computer Lady to schedule your site maintenance!

Your Computer Lady can provide a complete audit of your site also which guides you on how to update the site, how to make it a profit center and how to tie it in with your complete marketing plan for 2025.

October 29, 2024 By yclmanager5

Got Your Back!

Over the past 28 years, Your Computer Lady has developed a system for working with clients that we call the “Got Your Back” process. Our goal has always been long term clients who come back to YCL over and over with a variety of projects. We want to reduce your frustration and headaches by stepping in to do projects so you are able to focus on what you do best – your real business. How do we do this?

One point of contact – Though YCL has a network of experts for graphic design, web site programming, database creation, etc. you only deal with one person. This allows us to learn your business. We can pick up faster on a project. We learn details, special industry terms and personal preferences.
Wide range of services – Our network gives us the means to have an amazing range of services to offer you. If we don’t do a particular job, we know who does!
Online support – Within 15 seconds, we can set up an online meeting to look right at your computer. We can teach you how to use a software feature. We can fix a problem for you.
Back ups – Your Computer Lady keeps extensive back up files. If you can’t find that brochure file from two years ago so it can be updated, we can!
Large or small projects – We don’t care if it’s a big project with lots of hours or a small question that can be handled with an online training session.

We estimate that the “Got Your Back” process can save you on average 20% over doing a project yourself. Not sure? Give Pamela a call today and discuss the project you need finished.

September 20, 2023 By yclmanager5

Why You Need to Create More Landing Pages

Landing pages are an indispensable part of marketing. And for all you marketers out there who have been going inbound for a while, you understand how efficient they are at converting. But are you creating enough of them to really scale your lead generation efforts? Let‘s find out why — at least in the case of landing pages — more is better.

Click here to continue reading.