From emails to photos, documents to apps, our devices store tons of information and it can be easy to feel overwhelmed at the sight of an endless inbox or app library.
As the new year begins, it's the perfect time for a digital declutter. A clean and organised digital environment can improve your productivity and reduce stress.
Here are some practical tips to help you declutter your digital space.
Start with a digital inventory
Before diving in, assess your digital landscape. Take stock of your devices, accounts, and digital files.
Knowing what you have is the first step toward effective decluttering.
Focus on your most used digital spaces
You don't have to declutter everything at once. Start with the digital spaces that you use the most. Such as your email, cloud storage, and social media. These are the places where digital clutter can accumulate.
Also, focus on your primary devices. Like your smartphone, laptop, or tablet. Decluttering these devices will have an immediate impact on your daily life.
The book Deep Work talks about how it can take 20 minutes to regain momentum after an interruption….decluttering can prevent distractions.
Organise your files and folders
One of the best ways to declutter your digital space is to organise your files and folders by creating a systematic file organisation structure. What is in your Google Drive? How are the files organised in your Sharepoint?
Using clear, intuitive folder names and categorising files logically makes locating documents easier and prevents clutter from accumulating.
As a chargeable service every so often at EPX we can lock down a customer’s server after a digital declutter.
Prevent employees causing clutter
One of our customers had about 60 folders on their Z drive, many called ‘new folder’ and ‘temp’. We created five folders - sales, marketing, operations, finance and management; and then we locked it down so no-one could make any new folders - they had to go into the folder relevant to their department.
Delete or archive any files that you don't need anymore and then back up your important data to a cloud service or an external drive.
Clean up your email inbox
Your email inbox can be a source of stress and distraction. Especially if it's overflowing with unread or unwanted messages.
To declutter your email inbox, you can:
- Unsubscribe from newsletters or promotional emails that you don't read or need.
- Use filters or labels to sort your emails by sender, subject, or priority.
- Archive or delete old or irrelevant emails.
- Set up a folder or label for the current year, quarter, or month, and move your emails there.
- Refresh your email signature and make sure it has your correct information.
EPX CEO Dan Ellis has a folder in his email called ‘unsubscribe’ and every single time he gets an email that he has no interest in he will drag it in. Then, when he has more time, he goes through the emails and unsubscribes or blocks the sender.
Clean up your social media
Social media can be a great way to connect with others. But it can also be a source of digital clutter. Especially if you have too many accounts, posts, messages, or notifications.
To declutter your social media accounts, you can:
- Delete or deactivate any accounts that you don't use or need.
- Unfollow or mute any accounts that don't add value to your life.
- Clear your message inboxes and delete any spam or unwanted messages.
- Delete or archive any posts or photos that you don't want to keep.
- Adjust your privacy and notification settings to suit your preferences.
Review your subscriptions
Another way to declutter your digital space is to review your subscriptions. You may have signed up for services that you don't use or need anymore. Cancel any subscriptions that you don't need. These may include streaming services, membership sites, cloud services, or mobile apps.
This decluttering move can help you save money besides streamlining your digital environment.
Review and delete unused apps
Apps can clutter your device and drain its resources. This January, why not review your apps and delete the ones you seldom use.
Old, unused mobile apps can also pose a security risk. If you’re not using the app, it’s likely outdated. Update any apps that you’re keeping to properly secure them.
Clear your desktop and downloads folder
A cluttered desktop and downloads folder can hamper productivity. Move files to appropriate folders and clear your desktop. This creates a clean, distraction-free workspace. It can also speed up your computer.
Again, Dan shares his tips and tricks…he suggests creating a folder on a desktop - calling it 2023 - and dragging all of your icons and folders on your desktop into it. If it is important enough you can always drag it out later in the year when you need it!
Secure your digital identity
Review your online accounts. Delete unused accounts and update passwords for security. Consider using a reputable password manager to enhance your online security.
Evaluate your digital habits
Reflect on your digital habits. Identify time-wasting activities and limit them. Set boundaries for social media and focus on meaningful online interactions.
Stephanie Henson at techtimeout told Dan during a recent video call that if you just move an app from one place to another on your phone it prevents you from just going to it with muscle memory.
Removing the app is the biggest step but you can go to the URL if you really need to visit a social platforms on your phone. You should also make sure notifications are turned off on the apps you don’t need immediate notifications on.
Invest in digital tools
Use productivity apps and tools. Project management apps, note-taking tools, and calendars help streamline tasks and enhance efficiency.
Practice regular maintenance
Digital decluttering is not a one-time task. It’s an ongoing process. Schedule regular maintenance sessions to keep your digital life organised and clutter-free.
Need help with data management solutions?
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