Email Organization: Declutter Your Inbox!

It’s not just a person’s physical spaces that can accumulate clutter.

For many people, the email inbox is almost always flagged with unread messages. With multiple emails coming in daily, it’s no wonder they can begin to pile up to the point that there doesn’t seem to be an end in sight. Just when it looks like everything has been dealt with, there always seems to be more waiting at the top of the list.

Whether it is a personal inbox or work inbox, it can be extremely helpful to take the time to get the main inbox organized and establish a process for all incoming messages to prevent any more major pile ups. This way, people can stay on top of any incoming mail, increase their productivity, and find old messages or information need easily.

The first step to tackling the huge inbox of messages is to create a new folder labelled as the Storage Inbox. Transfer all the messages that are currently in the inbox into this folder. This helps start the inbox off fresh and clean so it will be easier to handle anything that comes in the meantime.

However, all those messages in the Storage Inbox can’t just be ignored. Think through what common themes there are amongst all the messages. For example, are there a lot of flyers and newsletters? Emails about a child’s school or sports team? Taxes? Whatever the categories are, use these to create new subfolders in the inbox. Start going through the messages in the Storage Inbox and begin to transfer them into the appropriate folder, creating any additional folders as needed. Utilize the tools and resources in the email platform to search for related messages, senders, and subjects to make this process easier and faster.

While this will help solve the problem of messages that are currently in the inbox, this problem will only continue if a solution is implemented for all new messages. Setting up smart inboxes or creating rules in the email account is a great way to ensure all incoming messages end up where they need to go. For example, all subscription emails can be set up to go to a specific folder (or even the junk folder if there are too many!) so they don’t just sit in the inbox and can easily be found if needed. These can even be organized by person if working on a project that needs to be managed from a specific person. For people renovating their home, consider adding the contractor, builder, or any other trades/professionals to a smart inbox so all the emails are always kept in one place.

The process may  be a bit time consuming at the start, but once the inbox is completely set-up, it will save a lot of time and effort in the future. An organized inbox can have a significant effect on organization in other areas of life – so why wait any longer?

Learn more about setting up an inbox the right way here (for Apple mail) and here (for Outlook mail).

Stay Productive While Working at Home

For many, working from home is still the reality and it isn’t likely to change anytime soon. Respect yourself and your time by creating a productive working environment in your home. Whether it’s in a home office, your dining room table, or living room couch, you can be efficient and organized with these simple tips.

Stick to the Routine

Routine is an important aspect of working from home. Not having to commute or dress formally may seem like a good reason to sleep in a start a bit later – but it can help contribute to lower productivity. While you don’t necessarily have to stick to the exact routine you would normally have if going into the office (especially for people with very long commutes), set a standard time to wake up, and give yourself plenty of time to eat a decent breakfast, get dressed (even if it’s not in business attire) and get organized at your workstation so you are prepared and ready to face whatever comes during your work day. A routine can help put you in the right frame of mind and set the tone for the rest of your day by making sure you are energized and focused to accomplish your tasks for the day.

Prepare in Advance

Having access to a home kitchen can make meals and snacks easier to prepare last minute. However, putting meals together still requires a lot of time, and can take out a large chunk of your at-home workday if you still have to get lunch prepared, put together a couple of snacks, and then start on supper. Instead, prepare your meals and snacks ahead of time just like you would if you were going into the office for work. Have a healthy snack section set up in your refrigerator or kitchen pantry so you can easily grab a snack mid-morning or afternoon for a quick energy boost. Have carrots or celery sticks washed and cut so they’re ready to eat and set aside some granola bars or trail mixes in a designated spot in your cupboard so they’re easy to find. For lunches, set aside leftovers or put together a healthy wrap, salad or bowl the night before or even in the morning before you start working. When lunch time comes around, you don’t have to worry about making food from scratch and can get back to work on time after enjoying a relaxing break.

Take a Break

Don’t be afraid to take time for a quick break while you’re working. In your usual office setting, there is usual time for a coffee break in the morning, or other moments where you can take a break from working and help relax and refocus your mind. At home, this might be hard to do but try setting different times throughout the day to do this. It doesn’t have to be for a long period of time, just a couple of minutes where you could go to the kitchen to get a snack, or even do a quick task around the house like put away some dishes or fold some laundry. Taking a step back from what you are working on can help with your productivity and motivation and give your mind the break it needs after working for a long period of time.

Organize Your Workstation

How you organize your workspace is also a key element of staying productive during your workday. Not everyone has the space to set-up a designated home office, but wherever your workstation is, make sure it is as organized and clutter-free as your work office should be. When we are surrounded by clutter (like stacks of papers, office supplies, books or other materials) it can be hard to stay focused on our computers or the task at hand. Important files can be difficult to access because they can be lost in piles of paperwork on your desk or in a drawer.

To set-up an organized workspace, start by making sure your work surface is clean and tidy. You only need to have out the essentials, like your computer or laptop, a pad of paper and a pen, and something to drink. Only pull out other items or paperwork as needed. Go through any drawers or cabinets you might have in your space to store your other office items and get rid of anything that you don’t actually need. You don’t necessarily need to throw everything out, but it might be better stored in another location. For those you don’t have a designated office space, consider using a rolling cart or carry-bag to store your work items so they can easily be accessed and packed away wherever you are and prevent the rest of your home from being cluttered with your work materials.

Separation is Key

It is important to make sure you continue to have a healthy work/life balance even when you’re working from home full-time. This can be hard to do, especially if you don’t have a designated workspace, as you don’t have any separation from where you work and relax. To help keep your work and home life separate even in the same physical space, try implementing some steps into your routine to help get your mind focused at the start of the day and relaxed once you are done. For example, you can take a quick walk in the morning and after work to mimic your usual office commute and signal a separation to your working schedule. You can use alarms to signal the start and beginning of your workday so you aren’t tempted to keep working late when you should be relaxing. You can even try taking yourself to a different room in your house for a period of time after working to change your surroundings and help you get out of your working mindset.

Working from home is different for everyone and is constantly evolving as people slowly start to go back in or make changes to their situation based on the rest of their family’s needs as well. However, you can take some small steps to make sure you stay as productive and organized as possible, whatever your situation may be.

What does a professional organizer do?

Professional organizers are certified professionals who are trained in a specific skill set. Similar to how people go to a hair stylist to get their hair done, or an accountant to file their taxes, a professional organizer will ensure that a home, business or vacation property is well-organized and functional. In addition to their training, professional organizers have access to industry resources and tools that may not always be found online or at a local department store. They also have experience with organizing a variety of different living and business spaces. Professional organizers know what can work with a certain lifestyle, or what items can be used to obtain maximum storage and order in a smaller space. From moving to a new home to organizing a bedroom closet, professional organizers have the potential to recreate and repurpose a home or business to best suit the needs of the people using it.

Organization goes beyond a one-time job – it is a continual process that ensures each item has a place that is functional and practical. Professional organizers go beyond providing a one-time organization – they ensure that a system is put in place, or your routine is updated to ensure an organized state is maintained for the long-term. These professionals will help their clients develop skills they can use to maintain the organization that has been put in place.

More often than not, organization projects take time and energy. Whether you are moving or trying to eliminate clutter in an office, many people lack organizational skills or don’t have the time to dedicate to what can be a large project. Professional organizers are experts in organization and often work in teams of multiple people who can dedicate themselves wholly to the task. As a result, a home or business can be reorganized in a shorter period of time without sacrificing on the end result.  

Each organization project is different, and professional organizers can customize their services to best fit the needs of their clients. Some people require a specialist to handle their entire organization project from beginning to end. Moving a business involves a lot of people, items and details that can be better managed when someone is with the project for the entire timeline and is able to oversee every detail. However, smaller projects like decluttering a storage room may only require some guidance. Whatever the situation, professional organizers can provide a variety of services. For example, Calm Order has an Ask the Organizer page where people can find guidance and resources for projects that they are capable of completing with minimal help.

Lastly, professional organizers can help people have a social impact. Getting organized involves a lot of decluttering and eliminating items that are no longer used or wanted. Professional organizers can then make sure that these items aren’t just thrown out but used for a better purpose. Often, they are connected with local charities, and can make sure that clients’ items go back into the community to help those in need.

Organization is not an easy task. Just like people go to other professionals for building their home or installing their appliances, professional organizers have the skills, training and experience needed to complete an organization project. Whatever a client’s situation may be, a professional organizer will make sure that order and efficiency are not only achieved but maintained.