Motivation

How to set up a digital productivity space

When working from home, it’s important to set up your workstation properly to ensure the same convenient space as your office. But what about digital space? This is less important for managing notifications, taking regular breaks, and organizing your documents in a way that doesn’t require you to look for them over time.

So here are 10 tips for organizing your digital workspace. This tip is packed with productivity tools and suggestions that will help you even at the end of this home office era.

1Keep your documents clean and tidy

Is there a system to organize files into folders? If not, it’s a good time to get it. Yes, no one wants to spend so much time moving files or inventing organizational systems, but when they’re done, they believe everything is in place and helps organize all their thoughts. I will.

If you don’t have the time to do it right now, here are some habits that can help you manage your files right away.

  • Delete the received file as soon as you no longer need it.
  • Immediately organize the created files into folders and When you get back to the old file, put it in the appropriate folder as well. This only takes a second, but in two weeks you’ll notice how the order systematically starts executing the document.
  • Have an archive folder for your old work. If you don’t want to delete the file right away, put it in an archive folder so you can find it later.
  • Use numbers or symbols in the document name to keep the important ones at the top.

If you have free time and want to get started organizing, first modify what you have (folders and documents) and archive everything you don’t need. Give the files and folders a definite name.

Did you know that nearly 42% of employees complain that they can’t find the file right away because of the wrong name? So don’t be in them. You can also set folders in an intuitive hierarchy to quickly find the path to the document you need.

Unsubscribe to documents in the cloud, just as you would for unwanted email. If the owner of the document wishes to redisplay this document, he / she can resend the permission. Or, if you’re working in the same office, temporarily share files with colleagues.

Why is it possible? Take a look at an innovative feature called ad hoc introduced in the Collabio Spaces app. This technology allows you to co-edit files, but the original files are retained only on the owner’s device.

I spend a certain amount of time organizing my documents. For example, if you do it regularly, such as Monday morning or Friday night, it will take less than 5 minutes.

2Digitize everything

Now that you have the perfect system for organizing your digital documents, why not add a paper document? Finding the paper documents you need in particular can take a surprising amount of time.

According to the National Association of Professional Organizers, employees spend an average of 4.3 hours each week searching for relevant papers and documents, which only increases stress. This makes it clear that paper clutter is not as easy as it looks.

When scanning a document, be sure to choose the correct name for the document. That way, you don’t have to waste time revisiting a pile of documents. Many of us don’t have a scanner at home, but that’s not a reason to stop digitizing your documents.

You can now use a very advanced and advanced mobile scanner. In addition to PDF, you can also use text recognition for text documents or their specific fragments. Find out how OCR (Optical Character Recognition) works with the Scanner App, CamScanner, or Collabio Spaces.

Fortunately, the invention of digital and digital signatures has almost eliminated the need to print paper documents.

3Back up documents


Have you ever burned out your computer and wanted to save all the data that was stored there? Believe us, especially if your business is pending and you need to restore your hard drive, it’s not comfortable.

Modern technology is very powerful and reliable, but it regularly fails due to hardware or software issues, not to mention the possibility of hacking. We recommend that you place your flash drive or encrypted folder in the cloud or on your company’s internal server so that you can back up your data regularly and develop another useful habit.

FourKeep your digital desktop clean

Are you the type with minimal desktop space and no folders or documents?
Instead of saving all your files to your desktop and staring at the mess, create shortcuts to the folders you use most often and refer to them when you need to find your documentation.
If you’re the type of person who can see all the reliable material at a glance, delete or archive everything you no longer use to make room for new files.

Technology helps you succeed with this! Some modern office suite apps take full control of your documents, give you better control over your documents, and eliminate clutter on your desktop.

FiveDo not mix professional and personal files

Another good way to organize is to separate your personal items from your work. If you use the same device for work and personal affairs, separate them properly. Make sure your shopping list and family photos are in a separate folder from your work documents. Avoid unpleasant surprises when presenting a task that pops up a vacation photo rather than a very professional presentation.

In addition to creating different folders, you can use different software for your private and business life. For example, Mozilla Firefox is opened only for domestic operations. Having bookmarks, passwords, and browser history all there makes it much easier to close one part of your life and focus on another when you need to switch between them.

6Use gadgets only for work.

Separating your personal and work gadgets makes it even easier to “off” one part of your life and fully address another. If you want to use the same phone for both, try using different messengers, for example. It makes it easier to manage notifications and stay focused.

If you’re afraid you won’t be able to answer important calls, but are distracted by social media notifications, turn off your internet connection for a while and focus on your work. You can continue to collaborate with your team by using offline tools for collaboration.

The ad hoc technology mentioned above also brings professional co-editing of documents to mobile phones. Now you can collaborate with your peers on the go, such as on the train, while traveling to meet your clients.

7Automate what you can do and find shortcuts

Have you ever wondered why some of your colleagues are so much more productive than others? Below are some of their secrets.

  • Automate most parts of the job. Use technical tools to manage tasks and create alerts. For example, send a follow-up email. Jira, Basecamp, or Asana is a leader in task tracking.
  • “Outsource” work from the Internet. Don’t try to rebuild your bike, you’re just wasting your time. The Office suite provides templates that serve a variety of purposes. This can significantly reduce the amount of work required. All the major apps that offer these are Google Docs, Microsoft Office, or Collabio Spaces.
  • Don’t do the same thing twice When it can be executed only once and copied indefinitely. If you find yourself sending the same answer to another person, save the draft and make adjustments.
  • Eliminate work using technology. For example, you can use the Client Management service to collect and retain client contact information, or you can use an automated email marketing system that sends messages to collect statistics. With Hubspot, Zoho, Salesforce, or another CRM of your choice, you can put it all in one place.

8Safe and convenient collaboration

There are several aspects to consider when it comes to collaboration. We’ve already covered the confusion that can occur when sharing documents in the cloud and how to deal with them, but there’s more to know.

Don’t put documents that need to be co-edited in email attachments. If you run out of mailbox space and save all versions of your document, it will take up computer space. If you need to collaborate with someone who is only accessible online, put the document in the cloud in case you need more people to edit the same thing.

In this way, you don’t end up with multiple versions of the same thing. Also, use change tracking if your cloud editor allows it. This allows you to quickly see who made what changes and ask questions about the changes as needed.

When collaborating using the cloud, the entire team is as efficient as the strength of each member’s internet connection. In addition, when uploading data to the commercial cloud, you need to trust, manage and protect your services. Therefore, we recommend that you consider other options as well.

For example, ad hoc collaboration runs offline and all you need to do is a hotspot. The mechanism is as follows. For example, suppose a team leader creates a document, such as “Meeting Agenda.” He shares this document with other members so everyone can edit it at the same time. By the end of the meeting, only one version will be stored on the team leader’s device.

9Fruitful communication

Poor communication in the company can cause anxiety and can lead to poor working conditions. Remote work can make communicating with colleagues even more difficult. Thankfully, there is a way to overcome this difficulty.

  • Prioritize video chat over phone and phone over text messages. Listening to voice tones and looking at facial expressions greatly reduces the risk of misunderstanding.
  • Transfer work processes using technology Usually keeps online space offline.
  • The presentation is important. Make sure the space is in place, it looks good, and there is no domestic noise that could interrupt your video call.

TenTake a break from work!


Finally, take a short break when your working digital space is sorted and working. It’s a good idea to set up regular alerts to take breaks all day long. Regular 5-minute breaks for drinking tea and meditating can be very helpful. Create rituals to chat and talk about non-business things over coffee with friends and your favorite colleagues.

Avoid eating in front of your computer as it is not beneficial to your gut health. Lunch should be the time you enjoy your food and preferably the time you are with others. It’s definitely not the time to spill soup on the keyboard.

If possible, get in the habit of turning off notifications on your work phone after work hours and enjoy an uninterrupted personal life. After all, we work to live, but not the other way around!

Which of these recommendations do you find most useful? Are there any unique tricks that can help you organize and organize your digital space? Feel free to share in the comments below!

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Author: Maria

I’m a content writer for Collabio Spaces on XCDS. My background is business management, writing about organization and productivity tools, self-improvement, planning and maintaining a travel blog.

How to Set Up Your Digital Productivity Space – Top 10 Tips

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