by Caryl Teh
Whether you’re working from the office or from home, it’s important to keep your workspace clean. It’s easy to tell when your physical space is becoming a pigsty, but with your digital space the clutter often piles up without us noticing. So here are 8 ways you can clean up your digital space.
1. Desktop
Some of you might say “It’s just easier to have individual icons for each thing so I can see everything at a glance. Besides, what’s out of sight is out of mind.” But (1) your desktop only has space for so many icons, and (2) anything above eight to ten icons actually gives your brain a sense of chaos.
A good place to start is setting aside 15 minutes at the end of each week to trash the files on your desktop that you know you won’t use again (screenshots, memos from long-completed projects, receipts that have already been submitted to accounting), and then empty out your trash.
Make sure you’re familiar with your company’s retention guidelines on what documents to preserve and for how long.
2. Folder names
Compile your important files into folders with easily identifiable names – perhaps by company, project name, due date, or collaborators. But even if you forget some things, don’t worry. Your File Explorer has a Quick Access search bar to help you locate what you need.
3. Programmes
Unless your computer is brand new, there’s a high probability that you’ve installed programs you no longer need. Look through all your applications and dump any you haven’t used in more than six months to a year.
4. Email inbox
Respond to outstanding messages, clear out ads, file documents that need to be saved, and archive anything older than a week. If you’re getting weekly newsletters, it’s time to go through your subscription list. How many of them do you actually read or give valuable or interesting information? If your answer is no, delete those emails and unsubscribe from that newsletter.
5. Browser tabs
If you don’t shut down your computer daily, consider closing all your browser tabs at the end of each week. If those articles weren’t important enough for you to make time to read them this week, you’re unlikely to read them in the future. Cut your losses and move on.
6. Cache and cookies
If your laptop or desktop has been sluggish recently, it could be because of hidden files (a.k.a. caches) that you don’t know about. Clearing caches and cookies from your desktop and web browsers will help optimise your computer speed.
7. Updates
Update reminders can be a pain in daily work life, but nearly all updates are needed for a reason. Continually putting them off can pose threats to your computer’s security, cause it to run more slowly, and eat up the time you were trying to save in the first place. Update all your devices frequently, phones included. Tip: don’t forget to back up your files beforehand in case something goes awry!
8. Phone
Just as with your computer, you should periodically remove unimportant or unused apps, music, and photos, which can eat into valuable storage space. Your phone’s File Explorer should also have a Deep Clean function that will make cleaning up your phone quick and easy.
Spring cleaning can be a rejuvenating activity, even for those who hate to clean anything. And spring cleaning your computer and phone are no exception. Set aside time at least monthly to clean out your digital workspace alongside your physical workspace, and you’ll find your workdays moving more efficiently.
Source:
Freelancer Map
Journal of Accountancy
Inc
True Assisting
