Technology can be one of your biggest assets!

In our very fast-paced, tech-driven society, we need to be able to utilize the technology we have at our disposal to create systems that simplify and alleviate the stress in our lives. Digital disorganization is just as big of a problem as being disorganized in your physical environment. We’ve compiled a few tips and tricks for how you can manage your digital environment and remain stress-free both on and offline.

Photo Credit: Carly Navarrete Photography

File Management

Files on top of files on top of files. Chances are, you have files everywhere and they are in complete disarray. And when you need to find something, you are probably hunting through half a dozen files, which often results in time wasted. Keeping your files minimal and utilizing only the ones you need will keep your workspace clutter free and your device way more organized.

Archive files

While we all love a good declutter, I wouldn’t go so far as to advise you to declutter every file that isn’t needed at the time. Instead, both cloud storage and external hard drives offer you the option of archiving your files that do not need to be used at the moment.

Downloads/Temp files

These files take up too much space and are unnecessary on your devices. These files can be easily deleted from your downloads folder once you are finished with them to keep the space on your device open for the important things.

Sorting files

Keep track of your files by sorting them by date first before going through them. Once you can figure out what files go together, you can begin organizing them by project/category.

Photo Management

Now more than ever, we are constantly using our devices to both capture and store our beloved memories. Gone are the days where we would consistently print out photos and keep them tucked away in boxes.

Keeping these photos organized can seem like a daunting task, but they generally take up a good deal of space on our phones and computers. Create a system that makes sure the important photos are saved and easily accessible.

Organize Chronologically

Photos are associated with memories, which is associated with time. Creating folders for your photos based on events, then months, and then years will keep your photos properly organized and easy to obtain when you need them.

Keep them centrally located

Especially on computers, photos can end up getting saved all over the place. To get your photos organized in one go, you need to bring them to one place and make a plan on how to organize them. Whether you organize them on your computer or dump them all into a harddrive and then get to work, they should all be put together in one location.

Do a photo clean up

People tend to snap a lot of pictures. I mean, it takes like 20 tries to get the perfect selfie right? While you are sorting through your pictures, it may be time to delete the 19 that didn’t work out, and all the other pictures that are not the memorable ones. Delete blurry, irrelevant, or unneeded pictures.

Keep your photos backed up

An external hard drive is great for backing up your photos, but what if you lost it? Having multiple places where you can store your photos is important so that you always have somewhere you can turn to. Consider an Amazon Cloud Backup or even a NAS device and set yourself a monthly reminder to back up your photos.

Photo Credit: Jessie Bennett Photography

Email Management

Make the most of your important emails and get them organized in a systematic way. Emails from colleagues, family/friends, school, or bills can easily be sorted by creating a filter or label in your email. These labels will help file your emails automatically so they are properly distributed to the right place. It will keep your digital space organized and allow you to view a set of related emails all in one place.

When you need to access a specific email, labels help you get there quicker. Whether you use Gmail, Yahoo, iCloud, or Microsoft Outlook, you have the ability to filter your emails.

Separate Email IDs

Keeping your work email separate from your personal email helps distribute your emails into the right areas and keeps you focused on one set of emails at a time.

You can manage your emails easier and it allows less spam to interfere with your work emails because you’ll only be giving away your personal email for subscriptions. It is also not a bad idea to have one email address specifically for your social media accounts--especially if you use a lot of different platforms.

There’s an App for that!

Getting organized is one thing, but staying organized can be just as tricky. Thankfully, we have pulled some of the top-rated apps so that you can get organized and stay organized on your digital interfaces.

Trello: Organize your projects

Trello is great for task processes--it actually helps you visualize your tasks from start to finish. Each time you complete a step or make progress, you slide your task--”card”--to the next phase. This system helps you visually see the progress of projects and can help break down large tasks into smaller portions.

Trello can be used on both Mac and PC and offers a mobile version that is one of the best organizational apps for iPhone.

Carrot: Stay on task

If procrastination is a problem for you, then Carrot is the solution. Carrot helps you get stuff done, and when you aren’t making progress--it definitely lets you know. You can organize your to-do lists right on Carrot and when you aren’t getting to them as quickly as you are supposed to, your app will let you know. It is like having a tiny kick-in-the-butt right in your pocket, and for some people who fall into this procrastination warp hole, it can be just the right amount of push.

Cozi: Keep your activities managed

Staying organized also means staying on top of your family’s schedule. With everyone running this way and that, it can be hard to keep track of those doctor appointments and sporting events. With the world in slow down mode due to COVID-19, now is the perfect time to put these organizational tools into place.

Cozi syncs your clan’s calendars and lists into one source and agendas can then be sent daily or weekly via email as a reminder. There is even a built-in journal feature where you can capture memories for safekeeping. Keep your family on the same page and consistently updated. Place, having a calendar that goes mobile for everyone means you won’t forget to look at the kitchen calendar that day--you have access right in your pocket!

Smart Devices for your Digital Organization

Staying organized digitally means having the right tools in your toolbox--this means utilizing the right devices, such as an external hard drive, available should your technology fail you. Storing files in multiple locations can lead to disorganization and lost files between places like Dropbox, Google Drive, and other cloud storage.

Prep an external hard drive for both your work and personal files. An additional hard drive may be warranted for your photo storage as well, especially if you haven’t backed up your mobile device in a while.

Keeping copies of your important documents on these external hard drives is important should your device break, stop working, or get hacked.

Also, consider multiple devices for multiple uses. While that may not be everyone’s cup of tea, for certain people it works to keep them focused on one thing at a time. Some people may have a laptop for work, a mobile device for personal use, an e-reader for reading, and a music device for listening to music and podcasts. These multiple devices offer a visual organization to keep the things in your life exactly where you need them.

Digital Organization is so Important!

The general population spends hours per day on their devices, whether that be your phone or your computer. Keeping these spaces organized and giving yourself the ability to access what you need easily is so important. Because of all the time spent in the digital world, you need to make that space as calm and collected as possible. Digital organization allows your devices to be an asset to your lifestyle instead of a burden

Digital Organization: How to Manage the Tech Systems in Your Life