Have you done a recent clean up of your computer? “As a general rule, the state of your desktop is a pretty good indicator of the overall organization of your computer.” — iolo Technologies, LLC
Solution? Delete, File, or Move with a Strategic Plan! Screen time on our computers, smart phones, and social media takes up a lot of our day. BUT are you wandering around in a maze of digital clutter while doing so? Today let’s speed up the cleanup with 5 tips for clean up your documents and email.
1) Clean up Computer Desktop Clutter
Begin decluttering your desktop by placing the essential documents on the left side and the “need to file or delete” documents on the right. A simple initial sort like this will allow you to delete several of those on the right each time you log in and soon you’re desktop will be clutterfree!
2) Consolidate Files into Folders
Just like physical single sheets of paper in a pile, putting documents into a folder simplifies the visual clutter facing you. Sure you can use the “Search” feature to find what you want, but it’s faster and more efficient to place 10-100 files in one folder. Stop the mental confusion drain by placing your single documents in a larger category folder.
3) Use Consistent Labeling
Use a consistent first word per file. i.e.. like “Adv” for Advertising, “Logo” for a new product, “Notes” for customer notes on the phone, “Mtg” for meetings.
Put a FINAL DOCUMENT in all Capitals, and a “z” in front of prior drafts to drop drafts to the bottom of the list. After the project is finished, you can delete the “z” files confidently and have an organized and streamlined document folder.
4) Clean Out Email Excess
Several strategies you can use for email cleanup include:
- Clean out newsletter email weekly at the end of each week. Read key ones that piled up and then delete them all for a clean slate for the next week.
- Stop using more than 6-10 files for saving emails and use the “Search” feature instead to save you sorting time.
- BUT when you read an email and you’re not ready to get rid of it and it’s not vital, place it in a file called “Temporary: This Month” or “Temporary: This Quarter.” Then quickly scan those files on the last day of the month or quarter and “Delete!” It’s so freeing.
5) Do a Massive Email Backlog Clean Up
Settle in with a timer for 20 minutes or a TV show and go through your email In-Box from the oldest page to the newest with these steps:
1. Highlight “All” on the last email page (Display 100)
2. “Unclick” 0-5 of those you want to keep on that page.
3. Hit “Trash Can” and delete the rest.
Poof! You just got rid of 100 email on that page!
Go to the next page and repeat the “Highlight All” and “Unclick” keepers until you’ve gone through your whole In-Box. You’ll be so glad to have less than 1 screen of emails in your In-box.
What are the costs of Computer Clutter? Too much time spent wandering on document or email rabbit trails, can’ find important files or lose them, and the inconvenience of cluttered screen time.
What are the benefits of organizing your computer? The ability to put your hands quickly on things, the freedom to spend less time on your computer, and the relief that everything is safe and sound in it’s place.
Want More Tips on Computer Organizing? Join our Class, “The 21 Day Total Office Cleanup” today and make your office like new again! Register HERE
Marcia appears on national radio and TV, and in magazines like Woman’s Day, Better Homes and Gardens, and Real Simple. Marcia can be heard on national call-in radio shows such as Janet Parshall’s America, Midday Connection, and Martha Stewart radio. Need a personal coach to help you make the most of your Time & Life? Contact Marcia today! Click here for your Free Strategy Session.
Marcia Ramsland, The Leading Online
Organizing Coach for Business & Life!
Speaker * Author * Coach
Today’s Tip to Remember:
Any disorganization causes people to avoid issues and results in much bigger problems down the road.
What’s your favorite tip for organizing your computer and email?