Technology and the use of digital tools are a part of our everyday lives, both in and out of work. At work we use these tools to communicate with colleagues and deliver care to our patients and it’s therefore essential that our digital workspaces are organised and support us to do this efficiently and effectively.
One of our digital wellbeing focuses for this year is looking at how we can streamline and simplify our digital workspace to maximise effectiveness and reduce that feeling of ‘digital over-whelm.
Tidy files, tidy minds
We can all take small steps to organise our digital workspace for ease, speed and collaboration. Clear folder structures, file naming conventions, removing duplicates and archiving old files can help reduce frustration and barriers to working efficiently within a team.
Not only that but decluttering our digital files can have a positive environmental impact too. Digital file storage requires servers, and servers require energy. Mindful file structure and storage support both efficiency and sustainability and can even help manage that feeling of email overwhelm if we apply the same principles to email folder structure.
Focus, boundaries, and time productivity
A lot of the digital tools we use have features we can utilise to help enhance productivity and protect our time for those tasks that require particular focus.
Manage your notifications using the ‘do not disturb’ function in Teams. Use an out of office response to set realistic expectations about response times. Use time productivity tools, calendar blocks, or email batching hours to plan your day. These simple but effective features and strategies can help reduce cognitive overload and protect us from burnout. Digital tools should be a source of support rather than a burden or distraction.
The balance between digital and sustainability
Digital tools have helped reduce travel emissions through the use of virtual meetings, reduced paper use by digitalising documentation and processes, and helped improved access to health services. However, digitalisation also uses energy through file storage and physical devices. It’s therefore important that we are mindful of this hidden footprint and that we try to minimise waste whilst maximising the benefits of technology. Focusing on thoughtful storage and reducing duplication support both individual wellbeing and the environmental impact.