1, sorting out
The purpose of sorting out personal information is to make room for flexible use. With the development of modern information technology, we have more memory, such as digital camera memory card, computer hard disk, mobile phone SIM card and so on. However, the capacity of these memories is still limited. If you don't organize it regularly, it will lead to the situation that the phone address book or inbox is full, the memory card of the digital camera is full, and the hard disk space of the computer is insufficient, which will lead to the failure of many applications. A hasty decision to delete files often leads to irrational choices, and many people regret deleting precious pictures in digital cameras. The main points of personal information arrangement include: conducting a comprehensive inspection of all information in personal information space; Formulate standards for preservation and non-preservation; Delete and destroy unnecessary documents; Analyze the usage frequency of information and determine its storage carrier; Formulate the disposal method of useless information.
2. Rectification
Rectification refers to saving all personal information in the most suitable place, with the purpose of reducing the time for finding information and improving the efficiency of information utilization. The characteristics of personal information determine that decentralized storage is inevitable, but different storage locations and storage carriers can be organized through rectification to realize macro-visual management. To do this, first of all, personal information needs to be divided into three areas: hot information (information currently in use), such as files opened in the computer and notebooks next to the phone; Temperature information (work information), such as information related to the project or task being executed; Cold information (information that is no longer used). Choose the most suitable storage carrier for information in different partitions, such as putting the files being processed on the computer desktop, and the information that is no longer used can be saved on CD or tape. Secondly, according to the carrier form, information form and information source, the information classification standard is formulated and a scientific information classification system is established. Thirdly, scientifically identify every storage carrier, every personal information set and every folder, so that you can know the information content at a glance. Through rectification, any information that individuals are required to form or experience can immediately know what carrier to save (or should save), which folder to save and where to save. This will ensure that you can find the information you need quickly.
Step 3 clean
Personal information cleaning refers to effectively organizing personal information, eliminating information fragments, and regularly maintaining and synchronizing personal information management tools. The aim is to bring all information into personal information management system and make personal information management tools available at any time. We often have the experience that when we need to take some precious photos, we find that the digital camera is not charged; Or open the file on the USB flash drive and find that it is not the latest version, and the new version is saved in the hard disk of the personal computer. These are the results of not doing a good job of cleaning. The main points of personal information cleaning are: through routine sorting and rectification, personal information is in a good organizational state; At the same time, clean up the information fragments formed in various environments in time and incorporate them into the corresponding information management system; Thirdly, do a good job in maintaining information management tools (such as mobile phones, digital cameras, notebook computers, PDA, etc.). ) make it in the best working condition at any time; Finally, it is necessary to synchronize and coordinate different information management tools and storage carriers to maintain the consistency of personal information.
Step 4: Clean
The cleaning of personal information refers to the maintenance of the results of sorting, rectification and cleaning through the formulation of systems and norms, with the aim of improving work efficiency and maintaining the safety of personal information. The cleaning work includes two main points: first, study the practices in the process of personal information sorting, rectification and cleaning, analyze the laws existing in the life cycle of personal information formation, preservation, utilization and filing, and standardize the general processing methods through the system to quickly process the same information according to the standard operating procedures next time, so as to improve the efficiency of personal information processing; Second, to maintain personal information security, it is necessary to update information storage carriers such as disks, optical disks, tapes and memory cards to ensure their readability; At the same time, make regular backups and bring them into personal information manager.
5. Literacy
Information literacy is the ability to know when and what kind of information is needed, and to locate, obtain, evaluate and effectively use information to meet this demand. The ultimate goal of applying 5S management concept to personal information management is to continuously sort out, reorganize, clean and clean personal information until it becomes a habit, and to formulate management norms and standard operating procedures in practice, so as to finally improve personal information literacy, so as to make full use of existing information management tools, coordinate their work, solve the problems of scattered and fragmented personal information, realize effective information acquisition and accurate expression of knowledge, and improve work efficiency and self-literacy.
With the development of information technology, there will be more powerful personal information management equipment or software in the near future, which can synchronize information from different carriers, different locations, different formats and different devices, integrate scattered information and bring all kinds of information fragments into the management scope. But under the current technical conditions, what we can do is to make full use of the existing technology to solve the problem. In fact, in the field of personal information management, technology is not everything, and people themselves are the dominant factor. The introduction of 5S management concept will systematize, rectify, clean and clean personal information, which will help to improve the quality of personal information and get out of the dilemma of scattered and fragmented information.