3 Ways to De-clutter Your Mind in the Workplace

Simon Jones
Jul 23, 2017 · 5 min read
Get Back Wasted Time

This week I have been looking at articles and videos on ways of “de-cluttering my mind” so that I can focus on things which truly matter and stop wasting precious time.

At the moment, I have a whirlwind of things I am trying to keep up with, processes I am trying to learn and people I need to see. Sometime I feel and look a bit like this:

However this does become a bit more manageable, with a little practical advice I’d like to share. A few things which I do to help me get organised in a working environment.

I try to be as logical and efficient as possible, therefore I am always looking for ways to de-clutter all the noise which is going on around me; so that I have a very clear focus on the next important task.

The result of these “habits” means I:

  • Reduce search-time and confusion about what I should be doing next
  • Prevent losing track of the things I need to do
  • Reduce time wasted on things that don’t matter so that I can focus on the task at hand

No rocket science here but hopefully this maybe of use to some of you.

1. My Inbox

The way I deem an inbox is that it is the go-to source for ongoing work.

Therefore, it is not a place to store every email you have ever received…

The reason?

Time is wasted in finding an important email when you need it most and whilst I am searching, I get distracted with the hundreds of other emails on the way.

But mainly; I don’t know where my next key focus point should be. It could be one of a hundred different things of which nothing is in priority order.

So, I find the best way is once you have responded to an email do one of two things:

  1. If the action is completed (nothing to do on this again…ever)
  • File it in an appropriate system of your choice. You can still use the search feature obviously to find emails, but I find this method logical and it works because emails are organised by common sense categories, nothing complicated:
Example from my email account

2. If the action isn’t completed (a discussion or back and forth still needed)

Usually, email clients provide you with the functionality to “flag” or set reminders. I don’t feel this works as effectively, the reason being, to see all of my flagged items, I need to look in another list. I only want one list.

I’d suggest this:

  • Once you have responded to an email in your inbox, file it in the system I stated in point one above.
  • Then, add the email you just sent to your inbox.

This way you only have emails which you have received (still needs action) and emails which you have sent that you need to follow up on. Therefore treating your inbox as a email shortlist.

Move emails you have just sent to your inbox

3. Newsletters and junk

We all like a bit of info here and there but,

  • Unsubscribe from any newsletters you don’t read or which adds little value to you. All you end up doing is deleting.
  • Don’t set up filters for newsletters. If you believe a publication has value, treat is as an “actionable item” like you would treat the other emails I have mentioned above. Keep it in the inbox until you have read it and be disciplined about this.
  • Finally file it

The result?

An inbox which only has actions. Therefore, whenever I visit my inbox, I have a clear understanding of my imminent prioritises.

2. Calendar

This ones simple:

  • Keep one calendar
  • Whenever someone asks you to do something, add a time you are going to do this to your diary
  • If you have repeatable tasks which need to be done, or things which are expected of you, create a repeatable diary entry with a set to-do list and any related links included. This way you are not having to think each week about what you should be reviewing and make sure you maintain consistency in your work.
Example of repeating calendar item
  • Set a time in the week where you reflect on what you have done and what needs to be done (don’t waste too much time on this, just enough so you have clarity on where you are at and where your focus should be).
  • If a complex activity comes your way, ensure you add a slot to your calendar dedicated to that. That way, large, complex tasks are given the time they need.

Between your inbox and your calendar you then have two clean reference points for what needs to be done. Nothing else — you should be relaxing by this point.

3. Filing and note taking

Finally, in a similar vain to my inbox, I don’t want to waste time searching for notes I had written or to find important documents. I want to make sure everything is on hand, when I need it.

I personally use Microsoft Sharepoint (Google Drive or equivalent should do the trick), to have a cloud-based filing system which I can access essential information from anywhere.

The simple benefits:

  • Always find what I am looking for
  • A filing system designed by your logic not your memory. I can never remember all the folders or subfolders I have created in Sharepoint. However, if you create folders and file based on your logic, you will always be able to navigate back to documents you have forgotten about or filed in the past.
  • Save important attachments instead of looking for them over and over again from my emails
  • Remove hundreds of files stored on a desktop. You don’t need to waste time hunting for a file which is nested in between a hundred other files on your desktop and it may actually speed up the speed of your computer.

The result

  • I am able to spend my time on what matters
  • Stay focused on open actions only
  • I file work that is completed in a sensible, accessible place for the future
  • I can prioritise better
  • Time saved which otherwise would be spent in searching, thinking about what to do next, duplicating work I have done in the past, can be dedicated to new important items which will add value.

Organisation isn’t about perfection its about efficiency, reducing stress and clutter, saving time and money, and improving your overall quality of life.

Christina Scalise

WONDR Blog

A helping hand for curious minds.

Simon Jones

Written by

Co-founder — WONDR

WONDR Blog

A helping hand for curious minds.

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