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9 Ways to Get Organized

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We spent last couple of weeks in December getting organized. Guess you might even say re-organized. If you have only one or two online sites you’re dealing with, staying organized isn’t too difficult. However, if you are dealing with multiple websites, blogs and stores, keeping records and information organized – while it can be overwhelming – is none the less very important.

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Below are some of the steps we take to help keep our site information and files (hard copy and digital) in order.

1.   When writing articles or HTML pages to be used later, give them the name that you’ll want to use but prefix it with 1_ , i.e., 1_goldcoinshtml. Using the 1_ as a prefix, will place that file at the top of the list. This is helpful in that you won’t have to read through columns of file names looking for a particular file. And, if you forget the name and need to perform a search on your computer, all you need to is to use 1_ as the search string, and all your ‘works in progress’ can easily be found.

When the page is finished and you’re ready to upload, you can remove the 1_ from the file name before saving.

Tip: If you will be linking to this page, remember to use the file name without the 1_ when inserting links other wise the link won’t work.

2.  Have separate folders in your computer for each domain, blog, store, or client you are working with. Inside this main folder use sub-folders labeled for HTML, Images, Morgue (old un-used files or removed code), or whatever else you might need. You can even have folders inside of these sub-folders if you need them.

3.  Be consistent. If you use images from Domain A on Domain B, upload the Domain A images to  the Domain B  files- even though you could use them while they are hosted on Domain A. Reason being, if you ever decide to get rid of Domain A,   all of the images hosted on Domain A that  you are using on Domain B will disappear.

4.  Set up HTML template files  complete and ready to go including links that you can use for affiliate banners, existing pages, text, images, banners, etc. – whatever  you find yourself using over and over. This makes it easy to simply copy and paste the needed code into a new document or WordPress blog.

5.  Use similar file names for HTML and image files that are to be used on the same page, same blog post,  etc.  Doing this helps you quickly locate related files when uploading.

For example: You have an HTML page about ‘gold bullion coins’ that you call …. goldcoins.html. You can name the associated image files something like goldcoins_1.jpg; goldcoins_2.jpg – if you have more than one image; or maybe goldcoins_120x240.jpg; goldcoins_160x600 – if you need to keep track of the sizes.

6.  Keep all of your domains in one account with your domain registrar of choice. This makes it very easy to monitor their expiration, privacy settings, and you often can get discounts for multiple domain renewals or new purchases.

7.  Keep your sites and files backed up on a regular basis. Back up websites through the cPanel of your hosting company and use an off-line back up like Carbonite for computer files – or download files to an external device. You may think that this is an added expense, takes too much time or maybe ‘you’ve never had a problem’. We thought the same thing when we started out – but after loosing files that contained many hours of hard work, we now have a set schedule to back-up both our websites and all our files. Believe me – the little bit of extra cost and effort are well worth the peace of mind.

8.  Have one main email that you monitor daily and use this common email to forward all other ‘domain’ emails to – unless there is some reason you need to keep a domain email address private. We believe it is important to use emails on a website that include that domain name, i.e., info@yourdomain.com rather than info@genericmail.com. Doing this not only adds credibility to your site but also makes the visitor feel more comfortable.    By forwarding all the domain emails to one account – you’ll only have one account to check and your site emails will look domain specific and professional.

9.  Keep your social site information current. Update your Google accounts with new site maps for each domain if you have made significant changes to the site or added new pages. Keep your Google + profile current and use the relevant author tags to verify authorship of site content. Keeping accounts current is true for any  social accounts you may have.

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