Digital Declutter Background
We need to be online so we’re connected with our industry news, social contacts, process /check payments + receipts, clients, subscribers etc.
Yet being online seems to diminish our attention spans and takes over our professional and private lives. In turn, this means that in trying to achieve the work/life balance and flexibility you crave and deserve – you may not be allowing yourself to do that as you are most likely being taken down the digital rabbit hole in one form or another, at different times throughout the day/night, which is disrupting your goals (and sanity!).
Digital Declutter Approach
One of the main key elements to removing the Digital Declutter overwhelm and allowing yourself to simplify is knowing that there are a number of approaches you can take to digital declutter.
To begin slowly take a few of these tips I share and start to implement them into your daily life. Or, start with one tip then move on to another one then another one to slowly integrate these changes.
Another idea is to take the “cold turkey” approach and unplug everything social and then add those elements that you truly enjoy – and need – back into your life, such as social media or your favourite Apps but with a better approach to focus.
No matter your approach, take time to evaluate just how distracted you are with your digital clutter and analyse how you will regain some of your free time by eliminating unnecessary distractions.
Tips for Digital Decluttering
Embrace time-blocking strategies.
Set aside scheduled blocks of time for checking emails, social media, research, admin and working with clients. You’ll be more productive when focused on just one task at a time. Added tip: schedule your “me” time!
Turn off notifications.
Those chimes are nothing more than distractions that are pulling you away from your work or your family and friends. Whatever is causing the distraction will still be there; just attend to it at an appropriate time.
Are you feeling as though you’re constantly distracted and your attention is getting away from you?
The Attention Diet by Mark Manson may be the next read for you! I recommend scheduling a half-hour block in your calendar for you to immerse yourself and see if it will help you. (Comment below what your thoughts are).
Limit your social profiles.
Do you really need to be on every social platform available? Cut out those that you rarely use, or where your audience isn’t showing up. Identify which ones you use for personal fun and those you use for business. Eliminate those that have a high learning curve or that your audience rarely uses.
Deep clean your list of followers on social media.
Do you know these “friends” in real life? Are they business associates? Have you ever interacted with them online? Be smart with your social followings and unfriend anyone you don’t know.
If you’re willing to form a relationship with these people, keep them and start engaging for a set period of time. Without the engagement, you’re basically sharing information (some of it personal) with a group of strangers.
Added tip: Remember that it is quality over quantity.
Decide what type of news you want in your social media feeds.
Negative news, political rants, or news that goes against your core beliefs distract and affect your mood. You are in complete control of who you allow on your feed so exercise your right to unfollow or unfriend those who add too much negativity, which also includes social groups (like Facebook Groups and Pages).
Declutter your email.
Office365 and G-Suite make life easier with their ability for tabs and labels, but you still need to implement processes to keep that inbox manageable. Consider setting up email rules to manage emails, as much as possible, where possible.
Set up filters to send certain types of emails straight into folders.
Implement a “touch it or trash it” system for your email.
You know my mantra is: Keep. Delete. Delegate. Outsource. Automate.
Look at your emails and then decide if you need to: take action, save it, or trash it. No clicking out of the message and letting it sit in your inbox indefinitely. Take an action right there and then by answering the email, putting it in a digital folder (you’ll go back to), or delete it.
Clear out the photos from your phone on a weekly or monthly basis.
How many people do you know who have lost precious photos when they dropped or lost their phones? Back up those photos to the cloud automatically on a regular schedule. Not only will those memories be saved but you’ll also free up enormous amounts of space on your phone.
Unplug for the weekend.
Your business will survive, and your body will thank you for the decrease in stimuli. Go one step further and unplug every evening so you can focus on your family, relax with a good book and a cup of tea, or simply decompress and enjoy the quiet.
Create a social media calendar.
Staring at a blank screen with no idea what to post wastes just as much time as scrolling while thinking of what to post. With an editorial calendar filled out, you know exactly what you’ll post and when.
Added tip: If you can’t afford to engage a VA or a social media marketing specialist, spend one day a month setting up your social media content and schedule a month’s worth of content (for the month ahead). Consider using tools like Planable, Tailwind, Hootsuite (to name a few) to help you get clear. Even Facebook has a scheduler you can use for both your Facebook and Instagram accounts.
Avoid using electronics before bedtime.
Your brain needs time to slow down and decompress, especially after a busy fulfilling (and most possibly) overwhelming day.
Even on regular days, your brain is overloaded with the constant stimuli from your computer and your phone; plus, the blue light rays can affect your sleep patterns, making you feel tired in the morning instead of well-rested. Shut them off at least one hour before bed. Read a book, meditate, or listen to calming music instead.
Added tip: For help with consistent screen usage and the effect on your eyes – use blue light glasses, it cuts the glare and reduces long-term damage. Baxter Blue glasses are great (I have a pair!) and if you already wear prescription glasses – speak with your optometrist about a blue light layer on your lenses.
Declutter your hard drive.
Do you really need those old outdated marketing reports from 8 years ago? Chances are high that the information is out of date, so delete those old files.
A cluttered hard drive also impedes your productivity, often because you can’t find files quickly. Implement a filing system for your digital files so you can find necessary files quickly and easily without wasting precious time.
Learn to delegate tasks to a team member or virtual assistant.
How is your time best spent? Organising your files or creating products to sell to your target market? Learning to delegate can be challenging, especially if you’re used to being a solopreneur in your business; but it’s a valuable step so you can keep the backend of your business organised while still producing products and programs your audience wants.
Added Tip: Before you engage a VA or other, see where you can set-up processes, implement systems and automation – so you then know what needs to be done, how and when so you’re clearer on what it is you need help with (and won’t waste time or money!)
Replace digital activities with real-life activities.
Try cutting down your social media time at night to start a new hobby, decompress or meditate; or socialise with friends or family on the weekends. Turn the laptop off 30 minutes early to go for a walk. You’ll soon start to remember how much pleasure these real-life activities provide and just how much time is wasted on digital distractions.
Opt for live conversation versus texting.
A common complaint about teens and their obsession with their phones is that they don’t know how to have a real live conversation. Only when you’re face-to-face can you make eye contact, or when on the phone, can you hear the inflexion in someone’s voice.
These subtle nuances are lost on texting apps. While texting is convenient (especially during out-of-work hours and late at night), try to refrain from texting and pick up the conversation the next business day via phone or video chat.
Clear out the icons on your desktop screen.
Not only do all the extra “shortcuts” and files slow down your computer’s start-up capabilities, but they will also immediately bombard your brain with extraneous images, most of which serve little purpose.
Sweep all those shortcut icons into a folder to sort through at a later date, if not there and then! Whatever program shortcuts you eliminate because you no longer need them, be sure to physically delete that program from your control panel.
For files, re-file them and ensure that they’re backed up. If your computer crashes and you have files on your desktop – chances are you’ll lose them. At least if they’re saved to a file structure and backed up to the cloud, you’ll always have access to them!
Now you can start your workday more calmly.
Set a limit on the number of browser tabs you open.
Just because your computer allows you to open 25 tabs at once, it doesn’t mean you should!
You’ll likely find your computer working more slowly or even crashing from the strain of having so many browser windows open. Limit yourself to 4-5 tabs to limit distractions and then close them up when your task is complete. If you’re afraid of forgetting the URLs for closed tabs, bookmark them in your browser and go back to them the next time you launch your webpages.
Use cloud storage.
Files, photos, or collaborative projects are safer in a cloud storage system than on your hard drive. Dropbox and Google use state-of-the-art security technology to keep their platforms safe, much safer than your own hard drive. Plus, you’ll prolong the life of your computer and cloud storage makes collaboration a breeze.
Office365 users – your files saved within OneDrive are automatically saved to the cloud and accessible from anywhere in the world!
Forward multiple email addresses into one inbox.
Instead of checking a business email plus your personal email, forward one of those addresses to the other so you’re only checking one physical location each day.
You can still sort and archive these messages and Gmail allows you to respond automatically with the email address used on the original message, so no worries about responding to a business email with your personal email address.
Also, if you have your Office365 email account set up in Outlook, you can have all your mailbox folders easily accessible in the left-hand panel (for personal and business).
Use a password manager for your computer and your phone.
With the onslaught of identity theft and cybersecurity threats, creating unique passwords is even more important these days. Let alone remembering all the passwords for all the online accounts you have access to!
However, keeping these passwords safely stored is another problem. Enter the password manager. LastPass has a computer and mobile app for linking your accounts so you can have computer and mobile access wherever you go. No more sticky notes or memos on your phone with all your important information listed for anyone to see.
Discard any stray electrical cords.
Pile all the cords you own together. Can you find their electronic counterparts? Whatever cords you can’t identify, discard them. When you match the right cords to the correct electronic device, label the cord with tape along with the name of the device so you won’t waste time searching for its match.
Believe it or not, physical clutter greatly impacts your productivity so try to keep it at a minimum.
Back up your data regularly.
Even if this sounds counterintuitive to decluttering, keeping a backup of your important information can be a lifesaver in case of a breach or other emergency. Create a backup before you start deleting information off your computer or phone. Store this backup in the cloud and perform these backups regularly once your digital decluttering is complete.
Re-learn how to be alone.
Do you know what to do with yourself if you don’t have your phone or laptop turned on?
Place your electronics in another room and keep the door closed for 30 minutes to start. Some people find they get twitchy and anxious without their electronics, not knowing where to devote their attention. In this case, learn how to redirect your attention to something non-electronic.
Pick up a book; listen to your favourite music – or a meditation/mindset playlist on Spotify, or perhaps close your eyes and think about your next vacation. Being alone can be a good thing and equates to “self-care”.
Live an intentional lifestyle.
When you live with intention, you choose to embrace things that bring you joy, excitement, and happiness. Intention also brings with it focus and attention to the task at hand.
Does scrolling through your social media at night while “watching” a show bring you happiness or contentment? Are you benefiting from these distractions? Or do you want to try choosing a focused meditation, journaling, or simply reading a book instead?
Eliminate any subscriptions you don’t use or find value in anymore.
Search through your PayPal (or other) account for business-type subscriptions.
Some subscriptions you can’t do without – like your web hosting – but no doubt you’ll find others to membership groups that you’ve forgotten about or simply don’t participate in any longer. Just hit that cancel button, with no regrets. If you forgot about a subscription, then it holds no value.
Take your time going through the above steps.
There’s no right or wrong way to approach this list; if necessary, close your eyes and point to the tip you want to complete first. Completing these steps sooner than later is better, only because without you realising it – digital clutter will and does(!) impact your productivity, but don’t feel like you have to complete all the tasks in one day.
Once you’ve made a dent in these digital tips, convert them to your physical life and start decluttering.
Do you have a system for dealing with junk mail?
Are your photos organised in one place?
Do you delegate tasks to your family members or outsource to a cleaning service or meal planning service?
Document your progress in a journal or with a close friend. Soon you’ll be organised, and you’ll feel the energy in your home change from frenetic to calm.
Comment below if you have any tips you’d like to share.