We’re often asked for a solution for organising passwords, logins, bank PINs, membership numbers, identification numbers, etc. etc.

We’ve all got loads of these to manage, and we’re way past being able to keep track of it all in our heads. Some people keep a written list or store the information in a computer file, but this is risky as others could easily access your private information.

You need a system that is secure and accessible anytime, anywhere.

The folks around here have used two applications quite happily:

Splash ID
1Password

Which to pick? Depends on your operating system and which handheld device you want to sync with, so have a read through the sites and go for the one that suits you better.

Both operate the same way: You just have to remember a master password, which unlocks the password vault on your desktop as well as on your handheld.

Like all important passwords, we recommend you don’t use anything easy for others to guess, and that you do change it frequently.

Both also integrate with your web browser to securely auto-fill login data to save you time.

Is it safe? They say it is, and I believe them. It’s your call. I’ve got a couple of critical passwords that are still stored only in my head – and my husband’s,  just in case.

System Set-up

These password managers are super easy to use, so we’d suggest you set aside just 1-2 hours to:

1. Make your selection
2. Download and install the software
3. Enter all your passwords, web logins, etc.
4. Sync with your handheld
5. Back up your data and test the backup
6. Get rid of all the other places where you were storing passwords (exception: keep your head)
7. Create a shortcut to the password manager on your Start Menu or Quick Launch Toolbar (PC) or in your Dock (Mac)
8. Pat yourself on the back for organising something really important

Maintenance

Establish a regular backup routine for the password manager so your updates remain safe, and set this recurring date in your reminder system. Monthly is probably a good cycle.

From now on, pop new passwords straight into your password manager the moment you set them up. No more ‘forgotten password’ requests!

Filed under: Info-Overload, Productive Routines, Protecting Your Stuff | 1 Comment »

For the last few weeks I have had some problems synchronising my Treo with my laptop, so I have not had all my telephone numbers with me, nor have I had my appointments from my computer up-to-date and with me at all times.

Here are some of the silly, expensive, time-consuming and embarrassing things I’ve done to cope while out and about:

• Called directory assistance multiple times to get numbers I need
• Called our office manager multiple times to get numbers I need
• Successfully logged into our online contact database through the web browser in my Treo (after a few tries and wracking my brain to remember the password), only to be told the page was too big to be displayed. Called my husband, asked him to log into the database to get the numbers I need (our office was closed).
• Told people our appointments were tentative until I could get back to my computer, then had to remember to email and confirm
• Called people to double-check the time and place of our meeting

This is crazy…and I’m supposed to know better! How many minutes of my own time have I wasted? How many minutes of other people’s time have I wasted? How many times did I skip making a call to move something forward because it was just too much trouble to get the number? How many first impressions have I squandered?

I can’t afford to lose this much time or that many opportunities…so I’d had enough and decided to fix the problem.

Total # of minutes it actually took to permanently fix the problems with synchronising: 46

It really goes without saying that I wish I’d done this sooner.

Now it’s your turn…

What persistent, time-consuming problem could you solve (or get solved by someone else if you don’t have the time/tech skills, etc.) in less than 46 minutes that will improve your ability to function more effectively on a day-to-day basis? What can you sort out that will ultimately save you time, save money or improve your ability to make money?

I urge you to go for it – do it TODAY. Set a timer to see just how few minutes it actually takes. Then enjoy the rewards of this effort!

Filed under: Address Booking, Protecting Your Stuff, Sharing Information | No Comments »

In my last post on Address Booking I mentioned the versatility of an online contact manager like Plaxo. If you decide to go this route, there are a couple things to consider:

1. Are you comfortable with your data being stored by a third party? Be sure you are happy with the security set-up.
2. Will you regularly backup your data in case said third party ever goes under?

We use a number of web-based apps to manage personal and business contacts, finances, and photos. In all cases we chose to go with reputable and well established service providers (Plaxo, Zoho, QuickBooks, Kodak). In all cases we also do a monthly backup (export) of all our data, just to be sure we have our own copy on an external hard drive or DVD (or both, for the pix!).

The protection/backup notion also works nicely in reverse: if anything ever happened to the set of data at home/at the office, we’d have duplicates online. Over the top? Well, we have lived through the fall of the Soviet Union in Central Asia, the Great Hanshin Earthquake in Japan and SARS in Hong Kong, so we’re a wee bit cautious about these things. It all kinda happens in an instant…!

Filed under: Address Booking, Protecting Your Stuff | No Comments »