My Organized Biz

Thursday’s Wednesday Makeover - syncing two computers

by Jennifer Hofmann on April 9th, 2008

(www.myorganizedbiz.com) - Two makeovers ago, blogger Thursday shared that she has a problem keeping all her files in one place, electronically speaking.

Here’s how she describes it: “While I officially have an office in our apartment, complete with a desktop computer, I regularly work on a laptop as well — I travel, go to the coffee shop or escape to the couch for a more comfortable working session.

“The problem is, though, that I wind up with spare copies of files all over the place: my desktop computer, my laptop, my back up hard drive.”

To the naked eye, it doesn’t look like clutter - but when she’s trying to find something on her computer… or was it her laptop. Err.. Where is that file, anyway? You can probably hear the gears grinding down the block - and it’s keeping her from working efficiently.

“In a perfect world,” she says, “all of these files would sync up with their counterparts without my having to do anything — and the solution wouldn’t cost a thing. I’ve run into some software solutions, but all of them have a price tag that doesn’t make my wallet happy.

“Got any solutions for those of us with split electronic personalities?”

Good news? I’ve got solutions.

Well, more accurately, I called my buddy Brian Kelly at Willamette Technical for ideas, since that’s his cup of tea. Here’s what Brian said:

Software solutions: “If Thursday’s using a windows based system, I would recommend Microsoft Office Groove. Yes, it is a MS product, but it will securely sync and replicate your “My Documents” data in your home system and your laptop.

“As long as you have an internet connection that each system can access then they’ll sync. The software costs $79 to start, but I’ve not found anything that is as secure and does the job as nicely as Groove. You can also get a free 60 day trial. So, download it and see what you think.”

Equipment solutions: According to Brian, another option for both Mac and PC users is to get a good USB thumb drive and save all your files on it. Then you can take it from place to place without misplacing anything.

“For most people a 2GB thumb drive should hold most all their files,” Brian told me. “Unless they are storing large amounts of pics and movies. But most business docs are small and shouldn’t take much space.” A quick glance on Amazon for 2GB drives shows that this would run about $6-20.

Low-tech (free) options: I know you requested free options and although I think Brian’s suggestions are superior, I have two other ideas that wouldn’t cost money, but time instead:

– You can designate certain kinds of work to each machine so you always know that the blogging writing is on your laptop, for example. But if you really like going offsite or veging on the couch, try the next idea…

– You can get into the habit of transfering files from one computer to another on a daily or weekly basis. It might help to put new files in a particular area (on your Desktop, for example) so you can easily find them to transfer them.

Basically there’s a tradeoff - if it’s free, it’s time-consuming. If it’s automated, it’s got a price tag attached. Either way, your less likely to pull your hair out at the coffee shop because the file you wanted is back at home.

What do you think, Thursday? Any of these sound feasable to you?

Heya, readers - do you deal with this issue? How do you manage files on multiple computers/gadgets?

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POSTED IN: Organize, Technology Tips, Wednesday Makeover