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Last Updated on December 1, 2020

How to Be Organized: The Ultimate Guide to Get (and Stay) Clutter Free

How to Be Organized: The Ultimate Guide to Get (and Stay) Clutter Free

With all the inputs, information, and clutter that come into our lives today, just staying on top of it all creates so much stress and frustration, and it can often lead to feelings of helplessness and anxiety. Most of the time, you simply don’t know where to start when you want to learn how to be organized.

However, it is, in fact, something that can be learned.

By developing a few strategies and methods, and having a system in place that quickly deals with all these inputs, you can finally get control of your clutter and, more importantly, stay clutter-free.

Here are a few rules that can help you on your path to a clutter-free life.

1. Don’t Use Your Computer’s Desktop for Storage

Your computer’s desktop was not designed to store your files. Your desktop should be clean and file free. Not only does a cluttered desktop slow down your computer, but it also makes finding things painfully slow.

Instead, as you’re learning how to be organized, create a basic folder structure inside your documents folder. Now, this needs to work for you, but try not to make things too complicated. What you can do is think about the kind of files you will need to keep, and categorize them between your personal and professional ones. For me, I have two basics folders inside my documents folder, one called “work” and one called “personal.” Inside of these, I have subfolders organized according to my different roles or categories.

It’s simple, and it allows me to quickly find what I need when I need it.

Now, I do understand that during the day, when you are doing your work, you may need quick access to certain images and files, and it’s okay to hold them on your desktop temporarily. However, make it a habit to clear your desktop at the end of each day as part of your closing down routine (more on that later).

2. Learn to Use Your Computer’s Search Features

It surprises me how few people know how to find documents on their computer with a simple keyboard shortcut, but it’s one of the easiest things to do as you’re learning how to be organized. On a Mac, for instance, CMD + Space bar brings up the spotlight search, and you can type in a date, a file type, a keyword, or a file name.

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On a Windows computer[1], open the start button, and begin typing the file you are looking for.

In both cases, you do not need the exact name of the file. Just type a few letters, and within seconds you have the file you need.

When you learn how useful your computer’s search features are, you will be much more comfortable removing all those files scattered around on your desktop and putting them in an appropriate folder on your computer.

3. Keep Your Desk Clear of Clutter

Just as with your computer’s desktop, your desk’s desktop should also be file and clutter-free. Use your drawers for those paper documents that habitually hang around on your desk—a cluttered desk does not encourage inspired work[2].

Also, take a look at your workspace, and ask if what is on your desk is necessary. Often, we have stuff on our desks that serve no meaning and has no sentimental value to us. It’s just something we have always had on our desk. If you don’t need it or it does not inspire you, remove it.

And while we are talking about your desk, make a decision this week that you will go through your desk drawers and clear out all the old pens, cups, and other debris that has accumulated over the years. Trust me on this one, the act of cleaning out your drawers and removing all the clutter on your desk will give you renewed energy and ignite a lot of creativity that has been pushed into the background. You will love working at your desk again.

Pictures of your loved ones and a few inspiring mementos are fine. Just don’t go crazy with them. Keep them to a minimum.

4. Create a Closing Down Routine

This is such a great way to make sure you keep your files and other stuff organized, so make it an essential skill to adopt when learning how to be organized. Give yourself ten to twenty minutes before you finish your work for the day to clean up your desktops.

Move your files to their rightful place, and delete anything you no longer need. I often accumulate a lot of screenshots throughout the day, and if I am not removing them, at the end of the day, they soon start building up.

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Before I shut my computer down for the day, I clean these up, delete the screenshots if I no longer need them, and leave my desktop file free. It’s a beautiful way to start the next day with a clean desk and a clean computer desktop.

5. Incorporate a To-Do List Manager Into Your Life

Writing your to-dos and commitments down on post-it notes just encourages clutter. Sure, it might seem like a great idea to stick these to your computer so you don’t forget things, but over time you become numb to them. They just become a part of your desk, and you ignore them.

Remove them. Take your tasks and commitments, and put them into a to-do list manager. Whether you use Windows or Mac, they both come with to-do list managers. Make good use of them.

You do not need to create an elaborate to-do list structure. All you need is an inbox for quick entry and the ability to date tasks for when they need doing.

I use a simple structure in my to-do list manager. I use a system I call the Time Sector System[3] where I create six folders:

  • Inbox
  • This week
  • Next week
  • This month
  • Next month
  • Long-term / On-hold

Then, whatever I collect, the only decision I need to make is: when am I going to do the task? I can then drop the task into its relevant folder.

One of the biggest causes of clutter on desks (and in bags) are all those little bits of paper you use to write down critical information and telephone numbers or email addresses. When these accumulate, they are easy to lose, and you waste a lot of time searching for them.

Use your digital devices for these. You can take a photo of a written note. You can quickly add a telephone number or an email address into your to-do list manager (or notes app), and if you have syncing set up between your devices, you will have access to the information on all your devices. And what’s more, it will be searchable.

6. Set a Weekly Time to Declutter Your Devices

This is an area that can quickly creep up on you, so take time to develop this habit as you’re learning how to be organized. Taking photos and videos on our phones is too easy these days. We take a picture, and we just leave it in our photo album.

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Over time we end up with thousands of photos in our electronic photo albums that are not worth keeping. I spend around ten minutes on the weekend (usually Sunday evening) deleting all the images I no longer want to keep. It keeps my digital storage needs down—which saves money—and it means all the photos in my photo album are photos I want to keep.

I do the same with my downloads folder. We often download a PDF intending to read it later, and then we completely forget about it. As time passes, we end up with hundreds of PDFs and other documents we are no longer interested in or no longer need. Delete them or file them. Just don’t leave them in your downloads folder.

If you want to stay clutter-free, this habit will reward you. Doing this weekly means you will spend around thirty minutes each week cleaning up and filing. Not doing so means you will end up having to spend a day or two just dealing everything, which will leave you feeling like you’ve wasted those days.

7. Do an Annual Clean-up

One of my annual rituals is to clean out all my folders and notes. I take a day off from work and spend the day going through everything on my computer and delete anything that no longer has any value.

I choose the winter holidays for this. Not only is it the end of the year, but many companies are on holiday, and things are generally quieter.

I go through all my work and personal folders and clean out anything I no longer need. I also archive a lot of files onto an external hard drive—just in case they are needed later.

It’s also a good time to clear out your email folders, too. Email can become a bottomless pit of emails you no longer need. Go through and purge those. You will feel so much better when you do this.

With email, you can also declare yourself email bankrupt and just delete everything in your inbox (or if you are not comfortable doing that, declare a ‘soft’ email bankruptcy and you move all your emails into a folder called “Old Inbox”).

Doing this might seem like a radical step, but it is incredible how much clearer you become. You get to see what you have been holding on to, what you may have missed, and you find yourself with a lot more space ready for the year to come.

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8. Do a Little, Often

I learned this a long time ago. Many years ago, I tried becoming a salesperson. I failed miserably at it, but during my training, I shadowed an experienced colleague. On one of the days I was shadowing her, she had to complete and file her expense report for the month.

I vividly remember her opening the glovebox of her car and pulling out handfuls of receipts and then painstakingly adding them to an expense report—we did things on paper in those days. Four hours later, she finally finished the report.

I remember at the time thinking this was not a great way to do this. When I got my chance to go solo, I began stopping my car in a car-park on the way home and added that day’s expenses to my expenses sheet. It took me a few minutes, and as I was doing it on the same day, I remembered exactly what each receipt was for.

When you’re learning how to be organized, you can use this principle for almost everything. Clear out your email inbox every day, delete screenshots from your desktop and empty your bag at the end of the week, and throw away anything you no longer need.

Doing a little often makes things so much easier, and you do not have that mental backlog creeping up on you where you have that nagging feeling in the back of your mind telling you you have to do something—only you can’t remember what that something is.

Final Thoughts

If it doesn’t come naturally to you, learning how to be organized can take time and effort, but it’s ultimately worth it. Becoming clutter-free helps you in so many ways. You have a more pleasant work environment, and de-cluttering your environment also helps to declutter your mind. On top of that, finding stuff is easier, and that means your overall productivity goes through the roof. Choose the strategies above that will help you in your daily life and start getting your life organized today.

More Tips on How to Be Organized

Featured photo credit: Jeff Sheldon via unsplash.com

Reference

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Carl Pullein

Dedicated to helping people to achieve their maximum potential through better time management and productivity.

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Published on April 8, 2021

10 Simple Ways To Refocus a Wandering Mind

10 Simple Ways To Refocus a Wandering Mind

Want to know what Steve Jobs thought was the ultimate key in achieving success?

“Focus and simplicity… once you get there, you can move mountains.”—Steve Jobs

And this belief is even more important today than it was years ago. At your fingertips is a literal world of information and entertainment. So, it’s no wonder we all have such wandering minds nowadays.

Thanks to the internet and smartphones, attention is practically a currency we should be more budget-minded about. In fact, a person who can stay focused is not only more likely to get more done but also be more satisfied at the end of the day because of it.

Going further, a person who’s focused will more easily achieve their goals—anything from losing 20 pounds to getting a promotion at work is within the reach of this type of person.

So, in the spirit of that idea, here are 10 ways to tame that wandering mind of yours and turn it into a laser-focused brain that gets things done.

1. Find Your Totem

Remember the totem in the movie, Inception? It’s an item that reminded people they weren’t in a dream when they touched it, and it was able to keep them grounded in reality.

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You can replicate this idea when it comes to staying focused as well. All you’ve to got to do is find something to be your “focus totem,” and it’ll remind you that you should stop daydreaming and get back to work. Ideally, it’s something you can see and touch.

In the movie, a chess piece and a spinning top were used—both are good ideas. You could also use a picture of your family, a mini trophy, or even wear a ring to focus your mind as well. (In fact, a green lantern ring might be kind of cool for this.)

2. Promise a Reward

Incentives are an obvious way to go. Having gold at the end of any journey makes you want to press forward just for the sweet results. In general, rewards should correlate to the difficulty/length of the work.

For example:

  • Finish a quick house chore = a piece of chocolate
  • Complete an annoying administrative task = 10 minutes of Youtube
  • A successful day of work = a whole movie on Netflix

Pretty simple stuff, right? But you’d be surprised how often you forget to reward yourself for doing solid work on the regular.

3. Make It Stupid Easy for Your Wandering Mind

I don’t know about you, but if I perceive my work to require more effort than I care to use, I’m instantly turned off. This then leads to distraction and procrastination. But you can offset this by breaking a difficult task into a bite-sized piece.

Case in point, what seems easier: 30 pushups or 3 pushups?

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It’s obvious, but sometimes our brains need to be “convinced” we’re only doing a small amount of work to get things going.

But here’s something cool about this tactic: You can (and most likely will) keep going past your stupid easy benchmark. You don’t have to, but my experience tells me once you get going like this, it’s easy to go beyond your bare minimum goal.

4. Empty Your Mind With Journaling

Sometimes, there’s too much stuff floating around in your brain that is making your mind wander. In that case, it can help to spill everything in your head onto a journal to free up some space. You can use a pen and pad for this or something digital like Evernote.

There are two basic ways to go about it:

  1. Freestyle – where you just write whatever randomly flows through your brain without thinking or pausing. This is great if you’ve got a million different ideas racing through your brain.
  2. Focused – where you create prompts or an outline to streamline your thinking and you just respond to the questions or format. This is best when you want to grasp a certain topic.

5. Use the “Just 5 Minutes” Method

Try telling yourself that you’ll work for “just 5 minutes” and then you can stop. You’ll find that the task feels far easier to handle. And like the “stupid easy” method, this tricks your brain into thinking the task is lower effort than it really is. After all, 5 minutes for even the worst task is psychologically manageable for any person out there.

The key is to honestly allow yourself to stop at 5 minutes—no matter what. That’s what allows your brain to accept the method as legit and also lets it overcome the mental hurdle that makes your brain want to wander around and focus on anything but your task.

6. Recite a Focus Mantra

I like to think of mantras as a totem you can take with you anywhere you go. They serve the same purpose—reminding you to stay focused—but can be done anywhere and anytime.

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I find the most powerful type of mantra to be based on reality. I learned this approach from Dr. Jon Fader—a performance coach who was on “Good Morning America”—and his book Life as Sport: What Top Athletes Can Teach You about How to Win in Life. He calls this “objective optimism.”

Basically, you create a mantra that’s based on personal success in your life. That way, the mantra isn’t just a fluffy positivity statement, there’s also the weight of real-life success giving it power

Some examples:

  • If you’re struggling to make yourself go to the gym but have technically been there many times already, you could say, “just another day of heading to the gym—easy.”
  • If you’re suffering from impostor-syndrome after accepting a promotion, just say, “I’m here for a reason” to remind yourself that your efforts were recognized by others and are the real deal.
  • If you’re nervous about an upcoming sports competition but have trained diligently for it, you could say, “I’ve done all the work possible” to remind yourself that your earlier efforts have created the best version of you for the event.

As you can see, the most powerful mantras are evidence-based and positive. So, just find proof of relevant success in your life and transform it into a motivating mantra.

7. Use the “Multi-Yawn” Approach

One of the best ways to be distracted is to be tired. And sometimes, you’ll be tired in such a way that you’re “sort of” working but not realize that you’re actually constantly distracted.

If you can notice when you do this, one thing I like to do is crank out as many big, satisfying yawns as possible. Olympic athletes sometimes do this before their big events. It calms them down and helps them perform better in the process. And it works just as well for us regular folks. I find it has a similar effect to taking a good nap (and actually works best in unison), so you can imagine how effective this can be.

8. Find an Easy Win

Nothing feels good like winning. So, it can help to find a few simple tasks you can do with little effort and just get them done immediately. This will create momentum and propel your productivity forward. The feeling of success will lock your focus in on the task at hand and refocus your wandering mind. Use this when you feel “resistance” to getting your work started.

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9. Create a “Wins” List

Feeling like a capable person who can win at life is motivating in and of itself. In light of this fact, it can help to have an ongoing “wins” list to prove you’re an able person.

Just keep track of all your daily wins—big and small. And whenever your focus starts to wane, give that list a peek and remind yourself that you’re more capable than you realize.

10. Add Stakes to the Mix

If you were to lose $20 if you failed to complete a task, would you be more focused on completing it? Of course!

Try and find ways to put something on the line when it comes to completing your tasks, and you’ll find your focus, motivation, and ability to things done to be higher than ever before.

For example, if you’re at work, you could involve a co-worker by saying you’ll buy their food if you don’t complete a task before lunchtime rolls around. At home, you could say you’ll also mow the lawn if you don’t remember to wash the dishes before the day is over. Or you could just use something like Beeminder or TaskRatchet, which actually charges you cash for failing to complete a task or goal on time. (It’s scary but effective)

All are viable methods, so just give one of them a shot.

Who Else Wants More Success?

Of the many methods of winning at life out there, focusing is definitely a top-three contender. You can’t get anything you want in life if you don’t buckle down and get your work done—a wandering mind won’t create success.

But with these 10 focus tips, you’ll be ahead of the competition and be closer to a fitter body, higher income, and a flat-out better life than before.

More Tips on Sharpening Your Focus

Featured photo credit: Clay Banks via unsplash.com

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