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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 July 12, 2021

Why Making Yourself a Priority Boosts Your Productivity

Why Making Yourself a Priority Boosts Your Productivity

Conventional wisdom centers around giving more of yourself to others in your life than you would to what you want to accomplish. You’re taught to make sacrifices and put your needs secondary because that’s how you’ll become a better person. However, not making yourself a priority is keeping you from accomplishing your goals and getting more done.

Let me know if this sounds familiar. You work hard all day to accomplish your goals. During your moments of focus, there are requests from others and demands from outside distractions on your time. You start each day with a to-do list of items that you want to accomplish. By the time you come to the end of your day, you haven’t completed what you wanted. If you were to analyze your time, you would see that the reason is you’re constantly being distracted.

There’s a significant difference between being selfish and being self-centered. I won’t give you the analogy that you hear every time you get on an airplane, but if you’re going to accomplish your goals, you have to stop drowning—in a figurative sense.

The reality is that you’re giving more of yourself to others than you are giving to your goals and vision of the future. By not making yourself a priority, your goals have become secondary.

Here are six important reasons why everyone should understand the importance of self-prioritization. The key to getting more done starts with taking care of yourself first and foremost.

1. You Create the Bandwidth You’ll Need to Focus on Your Goals When You Make Yourself a Priority

It takes a lot of yourself to consistently put in the work that helps you get more done and accomplish your goals. You need energy, bandwidth, and mental clarity to wake up every day and work hard.

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By making yourself a priority, it allows you to see the path to accomplishment. Too many people aren’t accomplishing their goals because their goals get lost in the busyness of taking care of others. It becomes a negative habit and a complacent way to live life.

Life rarely works out as expected, and as you’re working on your goals, you’re going to experience unexpected setbacks. You need bandwidth and mental strength to withstand those frustrating moments and still maintain the motivation to accomplish your goals.

The vital part of accomplishment is that you are working on your goals.

When you are working on what you want to accomplish to make yourself better, you can stay focused on what it will take to get there. You learn to say no to anything that will derail your path, and this creates more space and time to work on what you need to. Create the proper bandwidth through self-prioritizing.

2. Focused Energy Leads to More Production

Disorganization affects productivity. When it feels like you’re being pulled in many different directions, you can’t focus and create the energy needed for consistent production. A scattered mind leads to half-accomplished goals.

We know that in goal-setting, we need a plan. This plan has to be centered around what you want to accomplish. Self-prioritization allows you to create a plan that’s focused on the specific actions and steps it will take to achieve your goals.

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As you take action in an organized way, this leads to more production because your focus and energy are around the goals you know will help you be better and accomplish more. You simply get more done when you have the energy to do so.

3. Prioritizing Yourself Builds Clarity on What Boundaries You Should Set and Keep

Deep inside, you know when you should be saying no instead of saying yes. When you agree to anything that could derail your focus, it eats away at you inside. Prioritizing yourself and your goals helps you set boundaries and keep them because of the intense focus.

There will always be attempts and requests for your time and attention. As you start to build up yourself and accomplish more, others will notice. This will bring demand for your energy and your focus. If you give in to these requests, you won’t have the necessary bandwidth needed to work on your goals consistently.

Setting boundaries is an integral part of goal setting and living a healthy life. You have to be firm about what you allow and what you will not tolerate in your life. Human nature tends to lean towards people-pleasing—when you focus on pleasing others, you don’t please yourself.

Prioritize your goals and the things that you want to accomplish in your life. That’s the operative thing to understand—this is your life, and the focus has to be on what you want to achieve in that life. Use self-prioritization to clarify what boundaries need to be set and make sure you hold these boundaries firmly.

4. Sustainable Productivity happens With excitement for What You’re Working On

There are many reasons why people don’t accomplish their goals, but one that is not often thought about is a lack of excitement. When you spend the whole time working on things that drain you, your productivity diminishes with every second.

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Letting outside circumstances dictate your goals leads to a lack of excitement. By not focusing on making yourself a priority, you’re not creating an environment in which you are thrilled to be working on your goals. It will take a lot of hard work over a sustained period of time to accomplish your significant goals and be productive. It’s going to require energy and bandwidth to overcome the setbacks and stay focused.

Prioritizing yourself allows you to set challenging goals, but the outcome is exciting. If you look at what you’re working on and it’s not exciting, you won’t have sustainability. A lack of motivation will drain your productivity.

You’re a human being, not a machine. There will be things in your life that are not an exciting part of this process, but there has to be a balance between work and play. Work-life balance happens when the life part has an equal priority. Prioritizing what you want creates that balance and amplifies productivity.

5. It’s Mentally and Emotionally Freeing to Let Go of Outside Expectations

We are programmed to take on the baggage of outside circumstances. We’re taught that to be a good human being, we should take on what others are going through. By prioritizing yourself, you’ll come to understand that you are responsible for your life, and that involves your mental well-being.

Prioritizing yourself helps you see that you have to let go of the expectations of others. This is your life, and you have to live in the best way that you see fit. It’s important for you to spend the precious moments you have on this earth working on your goals and the things that help you live a better life.

When you let go of outside expectations of what you should be doing and how you should be doing it, it frees up bandwidth and creates mental clarity to be productive. No longer are you walking around with the burden of what others expect from you, it’s time to spend your time the way you’d like to.

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Other people’s expectations of your life don’t have to be part of your plan. It’s your responsibility to set the goals that help you live a free life and spend your time exactly how you’d like to spend it. Make yourself a priority by letting go and focusing on yourself first and foremost.

6. Optimizing Yourself Builds Every Area of Your Life

You’re probably working on your goals because you want to become the best version of yourself and create a life that brings more time freedom. The path to higher income, better relationships, more travel, and all the other things you want to accomplish happen through self-optimization and productive life.

When you can optimize yourself, it helps you be better in every other area of your life. The key to optimizing yourself starts by prioritizing yourself in more than just words. When you take action from a place of “you-first,” you’ll have the energy and capacity needed to push harder for longer.

Make yourself a priority by focusing on optimizing yourself and all the things you want to accomplish. Everything inside you might be screaming to help others first, but you can’t give what you don’t have. The best place to share is from a place of abundance, and that comes from optimizing yourself.

Final Thoughts

It’s time to take better care of yourself. It’s time to treat yourself as the most significant goal because that should always be the case. What you’d like to accomplish and your path to get there have to be a priority before you think about others.

The demands and energy of others can derail you if you let it. Self-prioritization means that you decide where your boundaries will be set and not allow others to violate them. You’ve probably spent a lot of your time up to this point focused on other people and outside circumstances. It’s time to take a dedicated period of time to put yourself first. You deserve a productive life.

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Debunk the programming that there’s something wrong with putting yourself first and making your goals the primary priority. You can always help others and be there for those who need you while making yourself a priority. It’s not an either-or situation—it’s a situation in which you can help strategically.

More Tips on How to Make Yourself a Priority

Featured photo credit: Anthony Tran via unsplash.com

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