How to Organize Files, Social media, Email, and More For Maximum Productivity

Declutter documents

Store and backup everything
- External hard drive
- Online syncing services: (e.g. Dropbox, Box, Google Drive, iCloud)
Delete files you no longer want

Organize a folder system

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documents
	work
		bio (简历)
		projects
		events
		conferences
		technology
		clients
	personal
		career - All career development & job seeking related documents (CV's, certifications, etc)
		education - Formal education related documents
		employment - All employer related documentation
		health
		finance
		hobbies
		shopping
		travel
		self_development - Personal self development & learning resources, course material, trainings, etc
		technology - Tech related material
		other
photos
music
videos

Move everything off your desktop
Delete downloads and temporary files
Use file naming conventions
Save files to their proper folder

Declutter photos

Store and backup photos
Organize a folder system

Organize photos under a Photos folder. One approach to sub-folders is to organize by year and then by the event or place.
File or delete photos
Move photos off of social media
Move photos off your smartphone

Declutter music files and streaming services

Store and backup your music

Organize a folder system

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Music > Artist > Release Name > Audio & Artwork files

Organize streaming service music into playlists

Email

archiving all messages

To do this in Gmail, check “Select all,” then, click “Select all [number of your emails] conversations in ‘Inbox,’” then click on the downward-pointing arrow to “Archive.”
Unsubscribe

You can do this yourself (I unsubscribe as emails come in) or use an email unsubscribe service.
Create and use folders or labels

useful, create categories that correspond to subjects you get emails about, like work, education, hobbies, travel, and finance.
Check email periodically, not constantly
Create filters to automatically file emails to a folder

Use as few social media apps as possible
Use lists for friends to stay up-to-date on certain subjects or people
Reduce who you follow or are friends with
Mute notifications
Engage more, like less

Declutter news

Group your favorite news sources
Save articles you want to read for later

Use a “read-it-later” app like Pocket or Instapaper or try OneTab.
Check news at particular times of day

Declutter apps

Delete unused apps
Use one app for each purpose
Organize apps on your smartphone

Sort your apps into folders and move the most addictive apps on the second or third screen of your smartphone.
Move files off your smartphone

Move old notes and voice memos off your smartphone and into appropriate folders on your computer.
Turn off notifications

Follow instructions for turning off notifications on iPhone or Android.

Declutter passwords & accounts

Update insecure or easy passwords for highly sensitive accounts, like your bank accounts and health insurance.
Move all passwords to a password manager service like 1Password.
Delete accounts you don’t use.
Keep your master password on a piece of paper in case your password manager system is somehow compromised or you simply forget it.
Use two-factor authentication.