Dealing with Digital Photos

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Some years ago I designated iPhotos as my master digital photo repository. iPhoto was the photo app that came with my MacBook Pro. As a first step, I had to understand how the app worked so that I could organize the photos how I liked to see them.

By default, iPhoto would group my photos by “event”, or in other words, by the date the photos were taken OR imported onto my computer (i.e. Email downloads or sometimes transferring from one device to another).  Initially I thought this was kind of confusing and not all intuitive to how I would think to find photos.

However, I quickly learned how to rename events and group them together in a way that made more sense to me.  Often I liked to group photos together by location or activity, rather than the exact date they were taken.

I wasn’t entirely satisfied with the Event option, but it worked well enough.  I intentionally avoided upgrading my operating system specifically because I didn’t want to use Photos, the new version of the iPhotos app.

The day I had LASIK, I mistakenly updated my operating system and ended up with Photos, likely because I was still on Valium and couldn’t really see.  At first I couldn’t find any of the Events that I had spent hours preparing and naming meticously from iPhoto.  I was so dismayed that I stopped organizing my digital photos and the pile up started.

I decided to work on my digital photos for my Spring Cleaning Challenge and that meant learning more about Photos.  I quickly discovered a folder called “iPhotos” that contained all my events.  However, Photos offers a variety of options to organize photos including Albums, Moments, Memories, Collections, Years, etc.  I find the options overwhelming and I’m still making sense of them.  Plus I now I have to integrate my old system of Events into whatever the equivalent is in Photos.

I’m still committed to aggregating all my photos in one place, but it’s going to take a bit longer to get there with the current options available.  For a long time I always thought the biggest challenge with digital photos was the volume, but now I think we also lack adequate tools.  I know that AI has made great improvements to help get through the volume faster, so maybe that will be a good option.

AI and Driving

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I don’t own a car.  Typically when I rent one, I rely heavily on Google Maps, or Waze, to help me get around.  The challenge I run into is that I can’t navigate and drive at the same time.  It’s also illegal and dangerous, so even if I was talented enough to manage both simultaneously, I still wouldn’t do it.  However, the apps are pretty smart.  Not only can the apps give me directions while I’m driving, I can also reroute my path on the go.  My big problem is I never think to practice with the apps until I’m actually in the car heading somewhere, which is not the best time to start figuring out a new app.

A few weeks ago I was returning a rental car and I decided to just start using Google Maps with the voice commands.  In order to communicate with the app, every question or request must start with the phrase, “ok, Google.”  Even though I was the only one in the car, I felt a little silly speaking the magic words aloud.

I was about 10 minutes from the car rental place when I remembered that I had to fill up the gas first.  “Ok, Google,” I commanded, while driving through morning rush hour traffic, “find me a gas station.”  And just like that, the app reconfigured the directions to guide me to a gas station on the way to the car rental place.

I continue to be amazed by the advances in artificial intelligence (AI) and the many ways it is starting to impact my life, on both a personal and professional level.

In the end, Google turned out to be a pretty good navigator. The voice is a little annoying, and sometimes I get too many directions, but it was very helpful.  I’ve heard that Waze is better for navigating through traffic, but I have yet to master the voice commands in that app.  Maybe the next time I’m navigating, instead of driving, I’ll have a chance to figure it out.

I’m pretty curious about the self-driving cars, though for someone like me that rarely drives, it probably won’t be too different from just getting into a cab.  I wonder if the self-driving cars will come equipped with robotic arms to help passengers load their luggage and parcels into the trunk, the way humans help each other out now.

The Problem with Passwords

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In short, the problem with passwords is that there are too many of them!  And the risk of not having a good one leaves our valuable information exposed and vulnerable.  We’re always cautioned to create passwords that are:

  • unique
  • ~12 – 16 characters
  • a combination of upper/lowercase letters, special characters, and numbers
  • difficult to crack, but yet memorable for us

I have close to 100 passwords and I take it seriously.  Imagine locking a vault of money with a luggage lock, which is akin to using a password like “123456” to secure an online bank account.   Years ago I developed a system to create unique and difficult passwords that I could still remember.  Here’s how I did it.

Every year I create a new pattern accompanied by ~4 rules.  With this system I only have to remember the annual pattern (and rules) to recall passwords.  This has helped me to remember most of my passwords, even ones a few years old.

Rule #1: I select a 4-digit number with meaning, like a birth year or the current year.  Then I replace some numbers with special characters or letters.  For example, if I pick “2017”, I might replace the “0” with “o”, and the “1” with an “!”.

Rule #2: I decide how to select a different word for each password.  Usually I pick something descriptive of the account (e.g. for my smartphone provider, the word might be “phone” or “internet”).

Rule #3: pattern construction.  I like to break up the word and intersperse numbers or special characters between the letters.  Using the two examples above, “2o!7” and “phone”, one possible pattern could be ph2o!7ONE.  In essence every password will start with the first 2 letters of the selected word in lowercase (see Rule 2), then the modified 2017, and any remaining letters are capitalized.

I run into challenges when a website/application won’t let me create passwords according to my pattern, such as a restriction on using special characters, or a length requirement.  One website required me to start my password with letters, even though that year’s pattern started with a number.  This is when I use Rule #4, to deal with exceptions.

Recently I started reading a lot more articles about using biometrics for passwords (e.g. fingerprints, selfies, even heart beats, etc.), and other best practices like using 2-factor authentication.

In the end, I decided I’m going to invest in a password manager that works across all my devices.  Stay tuned for updates.

The Dark Age of Remote Controls

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In this day and age I’m always amazed at the array of remote controls people seem to need to operate their TVs/entertainment systems.  I haven’t owned a television since 2006 and I know that adds to my confusion, and fascination, with the amount of remote controls required to get anything working.  I also find some of the buttons and commands are rather cryptic to figure out what controls which function.

For example, watching TV at my mother’s house requires 3 remote controls.  In order to watch regular cable TV the input option has to be changed to “component” and not the option labeled “TV”, as I might have thought.  If somebody hadn’t shown me that I needed to select “component” as the input option, it would have taken me a long time to figure out and maybe a Google search.

Even with the lesson and instructions on how to watch regular TV, I still failed in getting it to work one night.  Despite trying all the remotes, selecting the proper input, and some general button pushing, I still couldn’t get anything to appear on the TV.  The following morning my brother figured out that the remote hadn’t connected properly with one of the devices which now needed to be turned on manually.

Over the last decade, I’ve noticed that I’m not the only person challenged by the complexity of trying to operate a television.  Many of my friends and relatives have systems with multiple remote controls, each one doing its own specific thing.  Some of them have a master remote, but as I mentioned earlier, it can still be difficult to figure out which button, or remote, is controlling which function.  It seems that most people end up memorizing a routine series of buttons to press to access the few things they need.

In my opinion, remote controls all seem horribly outdated in comparison with the sleeker, more advanced technological devices I’m used to using.  And for the kinds of things they are commanding, i.e. an entertainment system and watching TV, they seem overly complicated.  I know there are some options available for setting up the system through one’s phone or tablet, which to me seems like a much better and more sophisticated option.  Although likely even then, there will still be challenges with compatibility between the different components and ensuring they can be operated through one master control panel.

Review and Reliability

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In last week’s posting I briefly mentioned the review, but didn’t go into a lot of detail about the importance of it.  Some years ago when I was still working a 9-5 job, I developed the habit of doing the weekly review.  Every Friday afternoon I would dedicate time to review my work week and plan out what I wanted to accomplish for the following week.

The weekly review consisted of going through my emails to see if anything was outstanding, finishing anything that took 5-10 minutes, and going through my task list, a post-it note adhered to the lower left hand corner of my monitor.  I would transfer any tasks remaining from the current week to the next week’s task list.  Then I would identify (i.e. prioritize) 3-5 tasks that absolutely had to get done the following week.

I committed myself to the review and started to notice a few benefits.  When I left the office on Friday, my brain also left the work behind.  I stopped thinking about work on weekends and what I had to do on Monday.  I knew all my thoughts and worries had been safely captured on that post-it note.  I relied on it.  Monday mornings were also a lot easier because I already knew what to work on.  Even more importantly, I was productive and accomplished a lot, even amidst too many meetings, email, and general office interruptions.

At the time I didn’t realize what a valuable habit this was, but the importance of it was reinforced when I read David Allen’s book, Getting Things Done.  He also emphasizes the criticality of doing a weekly review as part of his methodology.

Reviews are essential for a number reasons.  At a basic level, they keep us current with our to-do lists.  The offer us a moment to check in and evaluate our progress to make sure we’re doing the right things.  It’s an opportunity to reprioritize tasks and ensure the important things are being done.

One often overlooked benefit of the review is that it builds our trust and reliability in the system we are using.  I use Trello for most of my task management, including trip packing and grocery shopping.  What makes it work for me is that I use it and review it constantly to make sure it stays relevant (i.e. updated)  and accurately reflects my reality.

Springboard to Success

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In 2015, the winner of my first spring cleaning challenge deleted over 30,000 emails.  Wow!  Two years later she still keeps her inbox tidy by regularly deleting unwanted emails and unsubscribing to promotionals. Read about it here.

Since many of my posts focus on cleaning “stuff”, this challenge focuses on decluttering one’s brain. Throughout history, humans have always been interested in expanding their collective memories by utilizing external “storage devices”.  Before paper and computers were invented, humans used stones and other types of hard materials to record things that were important.  I like to think of recordkeeping as the world’s 2nd oldest profession.

Today’s modern environment is busy and the extra storage options don’t necessarily relieve our burdens.  I employ a few strategies to keep up with life’s everyday demands.  One effective, yet simple strategy, is to make a list.  I use a task management app, but I’m still fond of post-it notes.  The second part of the process is to review the lists on a routine basis (i.e. weekly or daily).

Your challenge: Practice a Weekly Review and Commitment 

Write a list of all the things you need to accomplish that keep falling to the bottom of the to-do list.  Select 3 to focus on for the week, in addition to your everyday tasks.  Commit to getting these 3 things accomplished.  At the end of the week, review your list and evaluate the results.  Pick 3 new things to focus on for the following week.  Repeat the weekly review at the end of the second week.

  1. April 4 – 9: make task list, commit to 3 of them
  2. April 10 – 16: accomplish the 3 tasks, review task list, pick 3 new tasks
  3. April 17 – 23: accomplish the 3 tasks, review task list, pick 3 new tasks
  4. April 24 – 30: complete the questions below and send to

It’s easy to feel overwhelmed.  Writing down tasks externally relieves the brain from having to remember these things so it can focus on getting them done.  Committing to a small number of manageable tasks at one time is a great way to be productive. The review is critical.

Keep in mind some tasks may need to be broken down into smaller steps.  For example, I want to upload old CDs (yes, I still have some).  Step 1 is figuring out how to accomplish this since my new computer doesn’t have a CD drive.  Step 2 is defining keep/toss criteria.  Step 3 is figuring out how to organize uploaded content.  Step 4 is uploading.

Due April 30


  1. How useful did you find the strategy of writing down your tasks, selecting, and committing to 3 of them?  Scale of 1 – 10 (1= not at all, 10 = life changing)
  2. Did you do the weekly review?  Yes/No
  3. Was this your first time doing a weekly review?  Yes/No
  4. Did you find it useful?  Yes/No
  5. Do you think you will continue to use this strategy?  Why/ Why not? 

The winner will receive a $50 gift certificate to a vendor of his/her choice.  Good luck!