Have you ever had that moment of panic when you need to find an important email that you’re sure you didn’t delete? You scroll through endless spam messages as more and more emails flood your inbox.

Or perhaps you want to double-check a contract but feel a wave of dread every time you open your Google Drive and see hundreds of documents with vague names. If this sounds familiar, it could be time for a digital declutter.

Knowing how to organise your inbox, files, and systems can make a world of difference to your working day. So, here are some email management and file organisation tips to help you feel confident and in control of your documents.

How can digital organisation improve efficiency?

When you have a million things to focus on every day, it’s easy for email inboxes to become cluttered and documents to be saved wherever the file lands.
However, while searching for an unnamed or buried document may only take a few minutes, multiply that by all the files you need to access in a day, and the time soon adds up. With tidy documents and folders, you can find what you need in a few clicks.
The same goes for emails. With the right inbox structure, you can respond to clients and customers quickly for smoother communications.

How to organise your email inbox

From customer enquiries to invoice reminders, your email inbox soon fills up when you run a business. Here are a few email organisation tips to keep your operations running as efficiently as possible.

Set dedicated email management time

It’s easy to fall into the habit of responding to emails as and when they come through. Although this prevents a build-up of unread messages, it can also take you away from other tasks, which can affect your productivity.

You may find it helpful to have set checkpoints for answering emails — for example, first thing in the morning, just before lunchtime, and 30 minutes before finishing up for the day.

2. Use folders and labels

Save time sifting through your emails by using folders and labels. These allow you to filter your emails quickly and easily. You can use them to organise emails from different clients or categories.

Alternatively, it can be helpful to add prioritisation labels (high, medium, or low) to emails as they come in, so you can make your dedicated email management time count.

3. Try the two-minute rule

Can you respond to an incoming email in two minutes or less? If so, address it there and then. If not, add a prioritisation label and set it aside for later.

4. Unsubscribe from unnecessary emails

Some subscriptions are essential for small business owners, but if newsletters and marketing emails that aren’t bringing you much value seem to be clogging up your inbox, unsubscribe where possible.

5. Carry out regular decluttering sessions

A decluttering session can be the time to unsubscribe from emails, but it can also provide the chance to delete threads that you no longer need and organise your folders. Why not block out some time in your calendar each month to have a clean-up?

You can find more handy email management tips in our previous blog: How to manage your inbox when you’re too busy to breathe.

How to organise your documents and files

Whether you have folders full of Canva designs, customer order receipts, or blog articles, it’s common to find your documents and files looking a bit chaotic.

No matter what system you use, be it Microsoft or Google Drive, organising your files is just as important as your email management.

So, how can you spruce up your document storage?

Use folders: Using a hierarchical folder structure is a great way to keep your documents organised so you can find what you need when you need it. Use folders and subfolders — you could organise them by project, client, or subject, depending on what works best for your business.

Name documents and folders clearly: If you’ve ever had to wade through a dozen “untitled” documents or vague “updated XYZ”, you’ll know how frustrating it can be when you need to access a file quickly.

Try to be as specific and clear as possible when naming documents. It can be helpful to include the date in the file name, too. The same goes for folders.
Arrange in an order that makes the most sense to you: On most cloud-based systems, you can arrange your folders and documents in various ways, from most recent to alphabetical. Choose the method that works best for you. That way, you’ll be able to minimise scrolling and searching and go directly where you need to instead.

Be consistent: With naming conventions and folder orders, be as consistent as possible to avoid confusion.
Create an archive folder: Once a project has been completed or you find you no longer need certain files, send them all to an archive folder. You’ll still be able to access them if the need arises, but they will be tucked away, reducing clutter.

Can a virtual assistant help with email and document management?

When you run your own business, either as a freelancer or as part of a team, you may find you have a lot on your plate, and document management can easily fall down the list of priorities. That’s understandable.

The good news? You always have the option to outsource your email and file organisation tasks to a virtual assistant. A virtual assistant can give your inbox a spruce up, organise your documents, and even set up email automations so you don’t need to worry.

If you’re fed up with the state of your inbox and files, get in touch with Bizzybee to arrange a digital declutter! Learn more about Erin, check out the virtual assistant services on offer, and feel free to get in touch to have a chat.

Digital Declutter: Organising Your Inbox, Files, and Systems for Maximum Efficiency