How to do a “digital declutter” in eight steps

As business owners, our lives are flooded with data, emails, files, and digital tools. Yes, technology has been a game changer in the way we do business, but it’s also led to an amazing amount of digital “clutter” that can seriously affect our productivity. 

For many of us, a digital declutter can be as refreshing as a spring clean, helping streamline our operations and refocus our mind. Moreover, there’s evidence that keeping a clutter-free space can save you money. With that in mind, here are eight actionable steps to help you conduct a digital declutter.

Step 1: Let’s do an audit

Start by taking stock of all your digital ‘stuff’ like emails, files, documents, software, apps, and online accounts. Make a list of everything you use and categorise them into their function and importance. This is a great way to see what you’ve got and what you don’t need anymore.

You don’t need to declutter everything at once – you can start with the spaces you use the most.

Step 2: Clean up your email

Email can be one of the biggest sources of digital clutter. Here are some suggestions to clean up your inbox:

1. Unsubscribe from newsletters and email lists that aren’t relevant (also consider moving subscriptions from your business email to personal if they’re not business-related)

2. Delete old emails that aren’t relevant anymore (or throw them into an archive folder if deleting them stresses you out)

3. Organise your inbox with folders and/or labels for easy navigation

4. Set rules to automatically sort incoming emails 

Step 3: Organise your files

Your computer and cloud storage can quickly become disorganised with countless files and folders. Here are some suggestions to declutter:

1. Delete duplicate and outdated files

2. Organise your files into a logical folder structure

3. Use Descriptive Names for files and folders to make them easy to find (and understand)

Step 4: Look at your apps and software

Assess the apps and software you use for your business. Are there any that overlap in functionality? Are there any you’re not using anymore?

1. Identify and eliminate tools that aren’t required any more

2. Consolidate functions by using tools that offer multiple features

3. Update software to make sure you’re using the latest version

Step 5: Tidy your desktop

A cluttered desktop can be distracting and make it difficult to find what you need. To clear your desktop (and your mind):

1. Remove unnecessary icons and shortcuts from your desktop

2. Create a system for organising frequently used files and applications

3. Use a wallpaper that is visually clean and uncluttered

Step 6: Organise your calendar

Your calendar is crucial for managing your time effectively. To organise it:

1. Consolidate multiple calendars into one view if possible (the calendar on my phone is my ‘source of truth’ and has all my business and personal appointments in it)

2. Colour code events and appointments for easy reference

3. Set reminders for important tasks and deadlines

Step 7: Clean up your social media

Social media is a must have tool but can be a huge source of digital clutter. To manage it:

1. Review your socials and unfollow accounts that aren’t relevant to your biz or don’t interest you anymore

2. Schedule posts using a social media management tool (I use and love RecurPost)

3. Monitor your engagement to focus on platforms that give you the best results

Step 8: Regular maintenance

Digital decluttering should be an ongoing process. To maintain your digital cleanliness:

1. Set time aside each week/month for regular digital decluttering (for example, I file and clean my desktop every Friday afternoon before I switch off for the week)

2. Review and update your digital assets regularly

3. Try to stay disciplined with your organisation system

Conducting a digital declutter can really help with your productivity and efficiency. By following the tips in this article you can create a more organised and efficient digital life!

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Marie Robertson-King

After decades working in mining, aviation and oil & gas, Marie founded Empress of Order, a virtual assistant service, in 2018 and quickly became fully booked. With a background in operations and safety, focussing on processes, systems and procedures, Marie now supports busy business owners and helps them bring order to their lives!

She’s certified by the VA Institute and was named in the Inside Small Business Top 50 Business Leaders in 2020. Marie facilitates a coworking day each month in her hometown of Perth, where business owners get together to work and build connections. In 2022, Marie expanded her empire with the purchase of The Digital Mums Directory, an online membership and directory for female digital experts in Australia, with a biz friend. She lives in the beautiful Perth Hills with her husband Simon and fur-baby Jasper. She can’t function without her morning coffee and loves a glass of bubbles or a cocktail in the evening.