Organizing Home Information "in the Cloud," Battle Plans: Part IV

It used to be only those in the tech sector. Then it was people in many different industries. Now it almost everyone whether we're talking home or office. What am I talking about? The fact that so much of our lives is now computer or smartphone based. This is good because we have access to information we want or need. This is bad because we have information coming to us day and night! Some people choose computerize as much of their home data as possible. In this blog post, I'll discuss "cloud solutions" for residential information. You may find it helpful to read previous posts on home documents: ARM yourself to deal with papers, eliminating incoming papers, ways to file residential reference papers, and dealing with electronic documents and email. 

To be clear from the beginning, unless you know what "in the cloud" means, you may not want to take time to read this. I don't want you to waste time. If you are familiar with "in the cloud," you desire to be as paperless as possible and you feel comfortable on a computer, read on.

Before anything else, let's get some logistics out of the way. Different cloud solutions have different options. Everything from calendar, contacts, and task lists to journals, budgets and saving photos. It's important to be clear about what functions you are looking for before looking at the solutions. It's easy to get carried away with these fun, new toys and forget the reason we're checking them out! Here are some questions to ask:

• Is the cloud solution replacing something that is working? Is it better? List each function separately, don't just say "computer" or "smartphone"
• Is the cloud solution replacing something that isn't work? Is it better? List each function separately, don't just say "computer" or "smartphone"
• How many users need access? If it is more than one person, then everyone needs to have some input into the final decision.
• How much data do you want to put into the solution? Amount of data is often linked to price.
• What will it take to make the transition from current systems to the new system? Someone needs to plan it, notify all who will be affected and identify when and how the change will occur.
• Are the operating systems between your computer(s) and smartphone(s) compatible?
• Do you have a good way to maintain your passwords?

Here are some of the available options:*

Cozi is good for families with multiple users as the calendar has color-coding capabilities and reminders for appointments can be via email or text. Task lists are easy to set up, use and modify and tasks can be assigned to any user. There is a weekly menu planning feature. This is a free solution with mobile apps available. It does not have a place for contacts.

Daily Home Planner has web and desktop versions but no mobile app. Calendar and task list functions are available. It also includes meal planing, budgeting, and contacts. Their website mentions how helpful Daily Home Planner is to homeschoolers. This is a paid solution after a free trial.

Document Guard is pre-configured with filing cabinets, drawers and folders. It includes scanning software and lists compatible scanners. Templates for information such as a home inventory are available. This paid solution, which offers a free trial, doesn't have a calendar feature or mobile apps.

Evernote is a powerful solution that captures many types of information in various formats including audio notes, web clipping, email and scanning. Because it is the virtual to using notebooks and notes within the notebooks, it is easy for many people to understand. This powerful tool has both free and paid versions plus mobile apps. The website has great information about how to maximize the use of Evernote. There is no calendar feature.

Iqtell is a newer cloud solution with lots of functionality including contacts, bookmarks, tasks and electronic document filing. It provides one place to check gmail, Yahoo, hotmail and aol. Iqtell has lots of structure including places to collect travel information, household projects, books, accounts and more. This free solution is hoping to have syncing capabilities with Google calendar by the end of the year as well as mobile apps.

Jibidee was specifically created for the residential user or families with children. Calendar, lists (including templates), address book, and photo storage are some of the main features. Basic document categories show people how to start "filing" their electronic documents if they are unsure. There are both free and paid options on this web-accessible via smartphone solution. There is also a low cost fax solution which is great for people who need fax capabilities without the cost of another phone line.

Yadahome is a free solution for families with children. Contacts, tasks, calendar and photo storage features along with the availability of mobile apps make this a handy solution for residential users.

I've just given you the basics. And there are probably other options out there.

Overwhelmed by the choices? Start by asking the questions first, then eliminate choices based on whether or not they have the functions you are seeking. For instance, if you are looking for a calendar feature accessible via mobile app, eliminate those solutions that don't have this feature. Transitioning to residential "life in the cloud" can be challenging. Don't hesitate to give Minding Your Matters Organizing a call if you need help getting started.

In the next blog post, I will discuss methods for handling your Motion papers.

* This information is the opinion of Janice Russell, CPO-CD, COC and is based on information available on the date this blog entry was initially posted. This is not an endorsement of any specific product or product(s).