At Xylos, we kicked off 2025 with our Clean Up Your Digital Sht Days* (we're only human). Our goal? To help everyone start the year with an organized digital environment that boosts productivity and brings peace of mind.

Here are our practical tips to get you started.

To organize your digital workplace efficiently, it's best to regularly delete your temporary files. Use your operating system's built-in tools for this and schedule a weekly or monthly clean-up. Also remove duplicate photos and videos using tools like Google Photos or Duplicate Cleaner.

A clear, consistent folder structure also helps you stay organized. Sort your files by project, time period (month, quarter, year), or file type. One thing to keep in mind: don't make the structure too complicated. A good file name is also essential for quickly finding what you need.

Check your shared files. Does everyone with access actually need it? Are you still actively collaborating on certain files? If not, it's time to clean things up.

Sort and filter your emails to keep your inbox tidy and organized. Search for and delete old messages with large attachments, and create a folder structure for important emails you'll need later.

It's also smart to clean up old conversations: keep only the most recent messages in long email threads and delete unnecessary replies.

Want to reduce the flood of unwanted emails or newsletters? Unsubscribe, report spam, and set up filters so incoming messages land directly in the right folder.

Also think carefully before you send an email. Sometimes a Teams chat message is a better choice. Avoid unnecessary attachments: could you send a link instead? Last but not least: only use 'Reply all' when it's truly necessary, to avoid unnecessary emails.

Tidying up your digital workplace once is one thing. But how do you make sure you're not drowning in digital clutter again within a few months?

Schedule a monthly moment to clean up files, emails, and unused apps, so clutter doesn't start piling up again. You could add it to your team meeting agenda so it doesn't slip your mind.

Also stick to a fixed structure by saving new files in the right place right away. That way, you avoid turning your desktop or Downloads folder into a dumping ground, for example.

Work more efficiently with your Outlook inbox by using flags and to-do lists. Do you know the 2-minute rule yet? If a task takes less than 2 minutes, handle it right away.

One smart tip to finish with: schedule a digital clean-up a few times a year, setting aside time for software updates, backups, and optimizing your digital work environment. Good luck!

Need support optimizing your digital workplace? Count on our Digital Coaches. Contact us for more information.