At Xylos, we started 2025 Clean Up Your Digital Sh*t Days (hey, we’re only human). Our goal? To help everyone start the year with an orderly digital environment that increases productivity and brings peace to your mind.
Here are our practical tips to get started.
Clean up your files and folders
To efficiently organize your digital workspace, it is best to regularly delete your temporary files. To do so, use your operating system’s built-in features and schedule weekly or monthly cleanups. Also delete duplicate photos and videos with tools such as Google Photos or Duplicate Cleaner.
Furthermore, a clear and consistent folder structure helps keep an overview. Organize your files by projects, time periods (month, quarter, year) or file types. Important here: make the structure too complicated. In addition, a good file name is essential to quickly find what you need.
Check your shared files. Does everyone who has access need access? Are you still actively collaborating on certain files? If not, it’s time to get your affairs in order.
Get a grip on your inbox
Sort and filter your emails to keep your inbox uncluttered and organized. Find and delete old messages with heavy attachments and create a folder structure for important emails you’ll need later.
It is also wise to clean up old conversations: keep only the most recent messages in long email threads and delete unnecessary replies.
Want to limit the influx of unwanted emails or newsletters? Unsubscribe, report spam and set up filters to immediately land incoming messages in the appropriate folder upon receipt.
Also, think carefully before sending an email. Sometimes it’s better to send a Teams chat message. Avoid unnecessary attachments: can you send a link instead? Last but not least, use the ‘Reply all’ function only when you really have to in order to avoid unnecessary emails.
Consistency is key
Cleaning up your digital workplace once is one thing. But how do you make sure you don’t drown in another digital mess within months?
Schedule a monthly moment to clean up files, emails and unused apps so clutter doesn’t start piling up again. You can put it on your team meeting agenda so you don’t lose track of it.
In addition, stick to a fixed structure by saving new files in the right place right away. This will prevent your desktop or Downloads folder, for example, from becoming a dumping ground.
Work more efficiently with your Outlook inbox by using flags and to-do lists. Are you already familiar with the 2-minute rule? If a task takes less than 2 minutes, handle it immediately.
A smart tip to finish: schedule a digital clean-up a few times a year, setting aside time for software updates, backups and optimizing your digital work environment. Good luck!
Need support to optimize your digital workplace? Then count on our Digital Coaches. Contact us for more info.
