013 Declutter Your Mind & Boost Productivity for Better Flow

Lack productivity? You’re not alone. 

Have you ever sat down to work, feeling motivated and ready to conquer your to-do list, only to find yourself getting sidetracked by clutter everywhere? Maybe it’s a messy workspace overflowing with papers, sticky notes clinging to your monitor, and that leftover apple core from yesterday’s lunch lurking in the corner. Or perhaps your digital desktop is bombarded with notifications, overflowing tabs, and half-finished documents draining your mental energy, let alone your computer’s storage space.  Perhaps your to-do list itself is so overwhelming, with tasks and vague deadlines, that it becomes paralyzing. Your productivity goes down the drain immediately.

Well, guess what? You’re not alone.  Clutter, physical, mental, emotional, spiritual, and even digital, has a surprising effect on our ability to focus and get things done. Clutter can lead to decreased persistence on tasks and impaired decision-making, ultimately hindering our ability to focus and be productive. 

An article in the Current Psychology study of Procrastination and Clutter states; “Clutter in one’s living space, negative emotions, and impaired social ability all predicted high procrastination scores. Clutter was the best predictor of procrastination as determined by multiple regression. Taken together, chronic procrastinators reported too much clutter (possessions, or stuff), and that clutter interferes with a strong quality of their lives.”

In this episode, I’ll explore this connection and equip you with practical strategies to declutter your way to laser focus and achieve that beautiful state of flow – where work becomes effortless and deeply satisfying.

What is Flow?

Before we dive into decluttering, let’s talk about flow.  Flow is a psychological state where we become completely absorbed in an activity. Time seems to fly by, distractions fade away, and we experience a sense of exhilaration and effortless focus. In this state, our productivity soars, and we achieve a level of performance that feels almost effortless.

Think about a time you were so engrossed in a project, a hobby, or even a conversation that you lost track of time.  Maybe you were writing a song, creating a new painting, coding a new program, or simply having a deep and engaging conversation with a friend. 

That’s flow!

The Link Between Clutter and Focus

So, how does clutter disrupt this amazing state?  Our brains crave order and clarity. When our environment is cluttered, it creates a constant stream of low-level mental noise. Think of all those papers on your desk, overflowing inboxes, or unread tabs on your browser. How many memes go around social media where you read “I have thirteen tabs open, 4 are frozen, and I don’t know where that music is coming from!” Each one of those tabs represents a tiny task or decision point, constantly fighting for your attention.

This mental noise depletes our cognitive resources, making it harder to focus on the task at hand. Imagine trying to write a report with a pile of bills demanding your attention, or designing a website with a constant distraction of social media notifications popping up. It’s no wonder our focus suffers!

Declutter your workspace for productivity and flow

The good news is, that by decluttering your workspace, you can significantly reduce this mental noise and pave the way for flow. Let’s start with your physical environment. Imagine a clean slate: a workspace free from clutter, where only the essentials for the task at hand remain. Invest in organizers for pens, paperclips, and other frequently used items. Instead of feeling overwhelmed by a visual assault of clutter, create a space that promotes calmness and focus.

Next, let’s tame your desktop by organizing files into folders with clear and descriptive names, like “Project X – Research” or “Client Y – Invoices.” Ruthlessly delete unused programs that take up valuable space and memory. Don’t forget those background applications that constantly pop up notifications – minimize them to avoid them stealing your focus. Finally, consider a minimalist approach to your workspace decoration. Simple and clean visuals promote a sense of calm and focus. Instead of surrounding yourself with distracting knick-knacks and photos of last weekend’s party, curate a workspace that inspires you to dive into your tasks with laser focus.

Declutter your digital life for seamless workflow

Now, let’s turn our attention to taking control of your inbox by unsubscribing from unnecessary emails that clutter your space and distract you from important messages. I like to use a specific number of programs or email marketing sign-ups to keep things streamlined. I keep my max to 10 sign-ups. If I want to receive a freebie from someone else not on that list, I must first unsubscribe from another email list before getting my download. Get your inbox under control and make it easier to stay on top of important conversations.

Next, organize your digital files. Create a clear filing system for documents, photos, and downloads. Imagine the wasted time searching for lost files in a digital abyss! I’ve been there, and it’s not fun to waste all that time looking. Implementing a system that allows you to find what you need quickly and efficiently, will save you valuable time and mental energy.

Here are some tips for creating a digital filing system:

• Use cloud storage: Cloud storage services like Google Drive or Dropbox offer a centralized location to store all your files, accessible from any device.
• Categorize by project or topic: Create folders for different projects, clients, or areas of your life.
• Subfolders for further organization: For larger projects, consider using subfolders for specific aspects like “Research,” “Drafts,” or “Final Files.”
• Descriptive file names: Don’t just use generic names like “Document1” or “Picture2.” Use clear and descriptive names that indicate the content of the file and use keywords you’ll use in the future to find these files.

Many people struggle with their productivity due to overflowing to-do lists and this is where to-do list apps come in handy. Consolidate your multiple lists into a single app to streamline your tasks and avoid feeling overwhelmed. There are countless options available, from simple checklist apps to feature-rich project management tools. Find one that works for you and helps you stay organized and focused.

Here are some features to consider when choosing a to-do list app:

• Prioritization: Does the app allow you to prioritize tasks and mark them as urgent or important?
• Due dates and reminders: Can you set deadlines for tasks and receive reminders to keep yourself on track?
• Subtasks: Can you break down large tasks into smaller, more manageable steps?
• Collaboration: Do you need to collaborate with others on tasks? Choose an app that allows for shared lists and communication.

Declutter your to-do list for focused action

When it’s time to tackle your to-do list – the heart of your productivity, don’t let it become a monster that paralyzes you with its length. Prioritize ruthlessly! Focus on the most important tasks first and eliminate anything non-essential. Remember, it’s not about completing everything; it’s about completing the things that truly matter and moving the needle forward.

Here are some strategies for prioritizing your to-do list:

• The Eisenhower Matrix: This popular method categorizes tasks based on urgency and importance. Urgent and important tasks get done first, while less urgent tasks can be delegated or scheduled for later.
• The ABC Method: Another prioritization technique that assigns letter grades (A, B, or C) to tasks based on their importance and impact. A-priority tasks are the most important and should be tackled first.

Large, looming projects can feel daunting and lead to procrastination. Break them down into smaller, more manageable steps. Imagine a big project chopped into bite-sized chunks that feel achievable and less intimidating. This approach will keep you motivated and moving forward. A great resource for this is Magic ToDo. This program even can give you an estimate of how long a task/project will take. 

I love using the Pomodoro Technique to tackle my projects/tasks! This time management method involves working in focused bursts followed by short breaks. For example, set a timer for 45 minutes and dedicate that time to tackling a single task. When the timer rings, reward yourself with a 15-minute break. Repeat this cycle for several rounds, taking a longer break (around 20-30 minutes) after completing 4-5 Pomodoros. The Pomodoro Technique helps you stay focused, avoid burnout, and make steady progress on your tasks. 

Finally, schedule dedicated time slots in your calendar for focused work on specific tasks. Multitasking is a myth – constant context switching actually decreases your productivity. Schedule focused work sessions and stick to them! By giving your full attention to a single task at a time, you’ll be amazed at how much more you can accomplish.

Conclusion

Decluttering your physical and digital space isn’t just about creating a tidier environment. It’s about creating an environment that fosters focus, boosts productivity, and paves the way for that desired state of flow. By implementing the strategies we discussed today, you can declutter your mind, body, soul, and home to boost your productivity, and experience work as a state of effortless focus and enjoyment.