10 Ways to Create a Focused Workspace Free of Digital Clutter
You surf.
You download.
You save - anywhere that there’s space - using variations of the same file name for everything (finalFINALdraftREALONE_II.0.05)...
Until… the mere thought of someone glancing at your desktop background in passing generates cringe-inducing anxiety that your digital (dis)organization will be discovered 😱
If this sounds like you, it may be time for a total digital declutter!
Generally speaking, when we think of the word “clutter,” the image that usually comes to mind is a messy room. But just like physical clutter, digital clutter may also have profoundly negative effects on getting things done and navigating your everyday life. Keeping your digital space tidy is even more important for anyone who works remotely. In this article, discover smart, easy and efficient ways to deal with digital clutter - once and for all!
What Is Digital Clutter?
Digital clutter is the disorder of digital workspaces and information. It might include disorganized digital storage systems, application redundancy (downloading multiple apps to achieve a single purpose), unnecessary notifications, subscription overload, and digital data hoarding (yes, it’s a thing). It sounds harmless enough, but digital clutter is nothing to mess around with. Digital clutter:
Makes it difficult to focus
Contributes to stress
Slows down your device
Creates chaos in your daily workflows
Makes collaboration more difficult
Compromises your cybersecurity
Is expensive when it spirals out of control!
With more people struggling to kick digital addiction than ever before, it’s definitely time to take a closer look at how our digital spaces affect our daily life - and potentially, our mental health and wellbeing. Just think about all of the subscriptions you are unconsciously letting run in the background, and the cost of storing every photo you’ve ever taken on your smartphone in cloud storage. Not to mention all of the digital files, phone calls, and unread emails that we accumulate every. Fortunately, there is a simple solution to unwanted digital stuff. Just like we declutter our spaces, we can do the same with our digital devices.
Some might consider decluttering data to be a bit overkill (I mean, does data even really exist? Definitely not in the same way your pile of dirty laundry does); like a leisure activity reserved for digital minimalists. But the truth is, the average person is spending more and more time in virtual space. Shouldn’t it be clean, organized and… sparkling - somewhere you enjoy spending your time?
Imagine a digital workspace that gives you the feeling of breathing fresh air and invites your energy to flow freely and harmoniously. It sounds pretty good, right? Let’s create it:
10 Tips for Tackling Digital Clutter
The golden rule of getting rid of stuff - be it deleting thousands of emails or giving away clothes you wear less than once a month - is to remember that letting go is a means to make space for more. Not necessarily more stuff, but more space to focus on what you’re spending the most time and energy on. Here is a framework for starting to declutter your computer, phone, and wireless devices to streamline your daily digital life:
1. Tackle Your Inbox: Unsubscribe, Delete, Automate, and Tag
Whether you use your mail for work or for personal use, the chances are you receive a ridiculous amount of mail. Sometimes the pure quantity of incoming daily email seems to defeat any attempts to organize it. Here are a few steps for tackling that dreadful inbox disorganization:
Unsubscribe from newsletters, subscription offers, and any updates that aren’t necessary.
Mark spam as spam immediately; your email provider will filter similar unwanted messages like these in the future.
Batch select and delete unread emails from these sources. Then, go back and batch select emails from trusted sources that are no longer relevant.
Set up automated sorting for incoming emails using 3-5 categories to help you prioritize what needs to be read, when
Tag or label your remaining email messages before you archive them, so you can quickly find what you’re looking for in the future.
2. Tidy Up Your Desktop
A tidy desktop truly helps you to ease your workspace and to save time when you're looking for a specific file. And it will give you peace of mind that you can pull of a file when it’s needed without scrambling through all of your random “junk drawer” files and storage spaces. Delete all of the desktop files that you no longer need and organize the remaining ones into folders.
3. Organize Your Digital Folders
The next step to a blissfully tidy digital space is tackling file storage. Organizing all of your files in clearly labeled folders will keep your computer fast and minimize redundancy if you also use Cloud storage. Research and decide on file labeling techniques, and slowly change all of your existing files to this format. Then, do the same for your folders. Once you’ve clearly labeled everything on your desktop, move your files into their new homes. Make sure to check whether you have any old or duplicate files that you don't need and get rid of them!
4. Re-organize Your Smartphone
Next stop is your smartphone.
Delete any apps you use less than once a month
Delete unused and duplicate photos, videos, and text messages
Organize what’s left into folders and spaces
Clear your browser data and search history
Lastly, check that all of your apps are up to date to keep your phone on track and running smoothly!
5. Declutter Your Social Profiles
Checking up on your social media profiles isn’t just about getting rid of what’s unnecessary for the sake of clean virtual space; it’s a great time to check on how you’re using the platforms, too. Are your social profiles working for you? Or do you feel more like you’re working for them? As some of the most addictive apps out there, social media platforms are designed to pressure you into posting as often as possible. Tidy up your accounts and set standards for mindful behavior by selecting the content that you truly like and unfollowing those profiles that don't inspire you or that simply give you negative vibes!
6. Reorganize Your Browser Bookmarks
To navigate quickly and efficiently, select the browser bookmarks that you need, delete those that are no longer needed, and organize the remaining ones in folders.
7. Use the Simplish App to Get Organized
Another great way to overcome digital disorganization is to use apps to help keep you on track. Streamline your daily planning with Simplish and check items off of a to-do list as you go - you can even share your list with anyone you share digital devices with.
To keep all of your files organized, we recommend cloud apps like Evernote, Dropbox and OneDrive to share your data from anywhere you work.
8. Use an External Hard Drive to Store Your Data
The next level in cleaning up digital clutter is to designate an external hard drive for your data. You can use an external hard drive as a replacement for cloud storage if you carry it with you where you work, or as a backup of everything you have in the cloud and on your desktop. Choosing an external hard drive instead of cloud storage will save you monthly storage costs, increase your security, give you more transparent control over who accesses your files, and clear your device completely of any files that you’re not working with on a daily basis. Plus, it frees up RAM on your computer! Wins all around.
The golden rule of getting rid of stuff - be it deleting thousands of emails or giving away clothes you wear less than once a month - is to remember that letting go is a means to make space for more. Not necessarily more stuff, but more space to focus on what you’re spending the most time and energy on
9. Store All Your Passwords in One Place
If you're a Google user, you may use the password-saving extension that allows you to automatically save and autofill account details across all website you log into. For a small cost, consider upgrading to one of the best password managers like 1Password to gain access to an all-in-one view of your saved passwords and increase your cyber security - all while improving your organization.
10. Set up a "Cleaning" Routine
When it comes to tackling digital clutter, the secret to keeping your devices clean and organized is to be consistent in what you do. Add a simple “digital clutter check” to your weekly cleaning routine to keep everything in order and catch messes before they get out of hand.