Aqua-Soft ForumsHere's a very different kind of tutorial! If had my own blog or the like i would probably post this there. But seeing as i think this is relevant to this forum, and that i don't have a blog, here you go. Yes, it's long, but bear with me! Please add your own advice in replies! 
Having a tidy desk or workplace will naturally help increase your productivity. Getting rid of unwanted clutter and mess will allow you to work far more efficiently. So, in this day and age it makes sense to apply the same principals to your digital workspace (in this case your Windows XP desktop, though mostly applicable to any OS). Some of the points may seem obvious, but it will pay dividends if you just spend half an hour or so sorting everything out. Whether you are employed or studying, i think the following things are important.
Clear the Clutter
It's likely that your desktop is covered in files and shortcuts that you don't need. Identify which ones these are, then, when you've found them, delete them. If you are worried about deleting, throw them into a shortcuts folder. That doens't mean throw
everything
into one folder. That's the equivalent of sweeping everything from your desk into a draw. You can't see it, but it's still a mess. There's always the Recycle Bin anyway. Now when you look at the desktop you will be able to find what you need much more quickly. For my personal set up i try to use the desktop as little as possible. There are a few reasons for this. Firstly, like your real desktop, it easily becomes a mess if you don't consistently file things away, and secondly, it can slow down your computer when it's rendering a million icons and a huge desktop picture. For my work laptop, i disable the desktop picture (Right click the Desktop, Properties, Desktop Tab, Desktop Picture: None). It also helps to set the desktop to a mellow colour when you're using the computer for long perods of time. Everyone loves picking up the freebies, and in the same way that these can clog up your desk, they can clog up your computer. Delete all those free instalation programs you don't need.
Point and Click
For most people, only a few actions and applications are used freqently, and most of the time, hundreds of shortcuts for different programs are just unecessary, being both a drain on your time, and your system's resources. Make links to the applications you frequently use in the Taskbar. That way, you will hardly ever have to use the start menu, and the shortucts will always be visible regardless of how many programs you are running. With the right transformations applied your taskbar can look like this:
Click image to view full.
With everything available in the taskbar, the start menu isn't even necessary. Hitting Ctrl-Alt-Delete will give you all the shut down options that you need. This same approach can be used with the actual programs. There are many functions in programs that you don't need, and the space they take up on your screen is a waste. Close unecessary toolbars.
Streamline
There are many things that can bog windows down and hamper the performance of your machine. Disabling themes is a good start. Also, you may wish to try searching for "Optimize XP" in Google, to get tips on disabling background services using services.msc, and also remove uneeded items from start up so that your computer will boot up quicker. Uninstall applications that you don't use. Especially applications that run services in the background that you just aren't using. You'll release disk space and memory.
Be Suitable
Use applications that are designed for the job. If you're making a workflow chart, use Visio, not Photoshop. It might look fancier in Photoshop, but you are wasting your time, and it'll be far less adaptable in the future.
Learn Shortcuts
All applications, and windows itself, come with an array of shortcut key combinations that will save you time. The less time you have to spend switching between the mouse and the keyboard the better. Also, little things like double clicking the title bar of the window instead of having to click on the small restore/maximise button in the corner help a lot. In truth, you can make the caption buttons redundant all together. Alt+F4 kills a program and the Window Key+ M will minimise it.
Stay Organised
When you create a new file, or recieve a new file, don't just put it in a generic folder like My Documents, or your Incoming folder. You wouldn't do this in a filing cabinet, don't do it on your computer. Put it in a folder that groups files of a similar type/purpose/state of urgency/project or create a new folder. This will make it easier to find files in the future, and allow you to cross-reference files more easily.
Make Names Relevant
A file called Summary.xls doesn't tell you an awful lot. Make sure your file and folder names are relevant to YOU. If somebody sends you a file, feel free to rename it to something more relevant (though in many cases i do advise you to keep the original filename as part of your new one for later reference). Q2 2006 Revenue Summary.xls might be long, but it makes a hell of a lot more sense and will be a great help when it comes to searching for files. If chronology is an important part of your system you will want to make a reference to this at the start of the filename, though in most cases the in-built dating system in windows should be sufficient.
Prioritise
There are a hundred and one applications on the internet available for making lists. Find one you like and use it. If something important lands on your desk, either your real or virtual one, make a note of it. Develop a system where your list includes how important the task is, it's relevant date/deadline, and a quick description. That way, when it comes to the end of the day you'll be able to see where you are; what you've done and what you've still got to do. Virtual sticky notes are
much
more effective than real ones.
Get Comfy
An unresponsive mouse and clunky keyboard will slow you down no-end. Make sure the input tools you are using are smooth, easy to use, and above all, comfortable. Touch pads are great on the move, but if you have a laptop sitting on your desk, connect a proper mouse, and you will be able to do everything twice as fast. Also, make sure your devices are suited to your work. This might seem like an unlikely example, but it makes a point; If you spend all day using MS Word, there's no point using a graphics tablet.
Don't Procrastinate
File things when they arrive, not when the pile of things to file is so large that it is unmanagable. Make notes of things when they are mentioned, not later, by which time you either forget entirely, or miss a key point.
Stay in Touch
If you are collaborating with several people on a project, then keep a note of all the names and contact details of the people involved in the folder of the project itself. This can be especially useful if you find yourself working with people on one-off occasions, as a single name and number in an address book will soon become very anonymous.
And last of all...
Back Up
For 90% of the time, it will feel like a waste of time. But one day, it really will make your day.
I've tried to stay focused just on the digital side of your workflow. I hope this might be useful in some way to someone.
