A well-organised system can improve your productivity, help you find what you need faster, and reduce the stress of losing your files.
Organising files and folders
Think of your digital storage like a filing cabinet – if everything is thrown in without order, finding what you need becomes a nightmare. Use clear categories and a consistent naming routine in your personal drive and follow the “three-folder maximum” rule to avoid deep nesting. A tidy structure also improves the accuracy of the search function, helping you locate documents faster.
When working in a team, a clear and consistent folder structure is essential. To support collaboration on shared drives, agree on a logical layout from the start and keep it regularly maintained. A simple workflow chart can help everyone quickly understand where to save and locate documents.
And a quick word of warning: avoid saving important files on your desktop. While it might seem convenient, desktops aren’t backed up so information will be lost if your device fails. Stick to structured, shared folders to keep your work safe and accessible.
Decluttering your email inbox
Your inbox can easily become a cluttered catch-all but keeping it organised is key. Create folders for projects, deadlines, and reviews, and use filters to prioritise urgent messages. Set up rules or use features such as Sweep to automatically sort emails by sender or subject and apply retention policies to archive or delete old emails.
Top tip – keeping your inbox clear not only keeps you organised and reduces overwhelm – it can also lower your environmental impact. Fewer stored emails mean less energy used by data centres.
Digital spring cleaning isn’t just a once-a-year task – it’s a habit worth building. With the spring season now underway, it’s a great time to reflect on how we work and set simple goals that support better organisation. By taking a few moments each month to tidy up your files, organise shared folders, and clear out your inbox, you’re not just improving your own productivity – you’re helping your team work more efficiently and supporting a more sustainable approach to digital working.
So, take a moment and enjoy the feeling of starting the season with a clearer, calmer, and more organised digital workspace.