I tried to keep under 100 items in my inbox, so I could quickly go through the contents and know what I needed to work on. In Outlook, I immediately filed emails into different folders based on the contents. Laci Loew, XpertHR (a division of LexisNexis Risk Solutions) 13. Create custom rules that prioritize select email senders and automatically sorts out all other email. Commit to a digital audit of saved files and emails archiving what hasn't been touched in the last three to six months and unsubscribing to senders whose messages don't advance your life or work goals. Use only a handful of tools and technology that advance progress on critical work. Devote time daily or weekly to organizing digital files and emails and avoid end-of-year stress. With most employees and HR professionals receiving dozens of emails daily, a once-a-year approach to organization is unrealistic. The best approach is to file important emails and documents into the appropriate folders throughout the year. Devote Time Daily Or Weekly To Organizing Digital Files This combination aids in organization and simplifies future retrieval, fostering a streamlined digital workspace. The end-of-year process may involve transferring vital documents to these platforms and employing a uniform naming strategy. With a consistent file naming convention, platforms like SharePoint, Google Drive and Dropbox can be highly effective. Transfer Vital Documents To Platforms Like SharePoint Then you'll be able to access the information from anywhere with an internet connection.
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Migrate your files to a cloud service to free up space on your local devices. Toward the end of the year, I include a small chunk of them in my to-do list in order to slowly declutter.
I say to myself, “I need to do X tasks in order to be happy with my productivity today.” Old emails are part of that list. zip, and other regularly downloaded files saves time when not only searching for files but also reviewing and purging them at regular intervals. Installing a browser extension that manages downloads and puts them in designated folders by file type has made it much simpler to clean them out on a regular basis.
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Install A Browser Extension That Manages Downloads Understand Your Industry And Your Client Contract ObligationsĪutomate the process but before you start deleting files or emails, understand your industry and your client contract obligations on record retention to avoid deleting what you should be retaining for a set number of years. Trashed items permanently are deleted after 30 days, and items in Outlook folders are deleted after five years, so there’s never any need to declutter or purge. I have numerous Outlook folders I’ve created for important emails I want to save, and everything else gets deleted. My inbox serves as my to-do list, and it never contains more than 10 items. I have used “Inbox Zero” for years with great success. Domonique Revere, Ph.D., Adjaye Associates 5. This ensures a clean digital workspace and improved productivity all year long. My end-of-year process involves conducting a file audit, organizing files, cleaning up emails, backing up data, reviewing data retention policies, implementing automated rules and training support staff.
One useful digital tool to declutter and purge digital files and emails is the cloud-based storage platform. Forbes Human Resources Council is an invitation-only organization for HR executives across all industries.
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