Stop looking for missing paper and Google it instead

I came across a blog post by Ernie the Attorney (I would really like to meet the guy — until I do, I keep picturing an orange muppet with a briefcase) about how to be more efficient by spending less time looking for things.

The blog references a Wall Street Journal article about how one hour a day is spent in most offices looking for missing information. Ernie’s answer is to spend less time using paper and hard files, and more time ensuring that all of your information is digital. I couldn’t agree more.

However, once that information is digitized, how do you actually locate it? Particularly when you can’t narrow down the specific folders or sub-folders in your computer where the file was saved (was it five years ago or 10?), doing a visual search or a keyword search can be unavailing or simply take too long.  For a number of years, my solution to this problem has been Google Desktop.

Google Desktop is one of my favorite pieces of software (if you’re a Google naysayer, you could try Copernic, which I’m told is similar). Basically, it allows you to search your computer as easily as it is to search the World Wide Web with our favorite search engine. Simply go to the site and download the program. It will perform an initial digital index of your computer per your specifications.

For example, you can choose to include or ignore e-mails or your Internet browsing history (if you are concerned about other computer users having access to your e-mails or search queries). I’ve found that the full index provides the best results, though.

When the indexing is completed, you can easily scan your entire computer in a few keystrokes to find documents, e-mails, Web pages viewed, chat history, and even deleted items. With Google Desktop, I’ve reduced my time searching for information to minutes a day.

It is particularly valuable when my secretary announces a caller whose name I can’t place. If it is someone I’ve spoken to before, chances are I put a note about it somewhere in my computer, and I can bring up some of that information before my secretary has the chance to transfer the call.

For added security, you can lock Google Desktop while you’re away from your computer to prevent others from using it to search your computer.

So give it a try. I use it about 30 times a day, sometimes to find missing information, but more often to access information without having to go through the familiar folder, sub-folder, sub-sub-folder, document routine.