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If you have read my post about why your computer desktop should be organized, you’ve probably understood that from a productivity point of view this is more that a necessity. Keeping your desktop organized is essential: permanently misplacing files, wasting time looking for them, stress… It just won’t do.

Since I published that post (and since there I mentioned that I’d write more about how to keep your desktop organized) the contact form has been busy with some people (thank you all) urging me to get it over with and publish my tips on how to keep your desktop organized in a functional way.

So, here it is, without further delay…

…the Systematic Approach to Keep your Desktop Organized

Please note that what I’m about to describe works very well for me and has been keeping me sane for some time now. If you should try something similar, please adapt to your own needs. The perfect method rarely comes out in the first attempt and you should learn what works and what doesn’t for you.

So, this is what my desktop looks like (yes, I’m a Windows user).

The Setup

If you notice, my desktop is perfectly clean apart from the 5 shortcuts on top and the ubiquitous recycle bin. My taskbar is not showing but this is more for personal taste than productivity targeted. I use shortcuts instead of actual folders purely for backup reasons. If you don’t forget to include your desktop folder on your backups there is no reason I can see why you shouldn’t use folders.

What are these shortcuts and how do I use them?

These are the basis of my organization. Every file and every little piece of software downloaded goes through them. Remember that keeping your desktop clean is not only removing everything from it to one folder to eliminate clutter, is also making it in a functional way.

• INBOX

 This is probably the most unorganized but the most important of them all. It’s the first stop for everything. From emailed files to downloads (my default download directory is the Inbox), temporary files I’m creating, short text notes, everything stops here.

This is where things go lo-tech and your discipline gets into the game: nothing is left inside at the end of the day. Every single day I use the computer I empty this folder.

• Ongoing

The name says it all, doesn’t it? Files belonging to ongoing projects go here. Things that you must do on the near future or projects that will take just a few days to complete belong on the Ongoing folder. Software installers that you want to try soon also go here.

• Freezer

Don’t try to stuff any food in this folder, it won’t work (really). The Freezer folder is where files that you are nor currently using but will do so in a near future are placed.

• Archive

If it’s ready and done, archive it. But only if you are going to reference to it in the near future.

• Daily

In one word, templates. If you use some file often (daily) you want to have it handy. Not for things that you might need, but for files that you really use on a regular basis.

If you followed me so far, your desktop should look similar to mine. All the clutter is now on your Inbox and your desktop is something to be proud of… But all we have done so far was to push the dirt under the carpet and you definitely don’t want it there. So…

The Process

The secret to keep a clean desktop in a way that you feel comfortable with it while at the same time knowing the precise location of every one of your files can be described with only one word: discipline. It’s not worth to invest time establishing a system if you’re not planning to summon the discipline to follow it. But if you are willing to try, here are the basics:

• Dumping

Dumping is the first step. Everything that reaches your hands, or in this case, your computer, needs to be placed somewhere, and the Inbox folder is the place for the first organizational step. Drop everything here. Resist the urge to just leave things on the desktop. The processing comes later but having your items already placed inside a folder avoids the messy desktop phenomenon.

• Reviewing and Processing

With all the items already in one place it becomes easier to process them and assign them to their future homes.

From the Inbox, look at your files one by one and decide what to do with every single one of them. After the initial clean up, this task of organizing becomes much easier as the amount of items in the Inbox is limited to the steady stream of items coming in. Most importantly, the Inbox folder must be empty at the end of your day. If you have the time, open this folder periodically along your day and start the processing. Again, don’t leave anything here by the end of your day or your Inbox will be just another version of your previously messed desktop.  

If the item belongs to an ongoing project, the Ongoing folder is the place for it. Create a folder of each of your projects and distribute your items accordingly. This way, when you need it, you know where it is without thinking twice. If the item does not belong to an ongoing project and you know you won’t need it later, there is no reason to keep it. Learn to use the Recycle Bin. The Ongoing folder should be reviewed along your day. Don’t waste time thinking what you could be doing now… everything you need to do is in this folder.

If the item is part of a project but you are not actively working on it or you are waiting for some other related item to get on your hands drag it to the Freezer. Again, create single folders for those projects. When you start actively working on this project, transfer the whole folder to the Ongoing folder. The Freezer folder should be reviewed every few days or at most weekly. This way, you’ll keep it clean and you are reminded of projects that were put on hold but you can start working on now. Interaction between the Ongoing and Freezer folders is of the essence. When you open your Ongoing folder you should be able to see only what you can work on, eliminating distractions by items you can’t do anything about right now.

When you have finished the project, or at least the part of it that was your responsibility, the best way to deal with it is getting it out of your way. Archive it. Drag it from your Ongoing folder to the Archive and don’t think about it again.

This gets a tiny bit more controversial if I tell you to only place in the Archive folder items or projects that you know or think you might need for reference later. If I know I won’t be looking at it anytime soon (let’s say the next 3 months), what I do is move it to a separate archive folder that is not linked to from my desktop. I still know where it is, but I don’t want to look at it again unless I need to. Old reports or presentations, software installers that I’m finished with, photos that I’m not planning to work on, all go into this separate archive folder. But if you feel comfortable having everything in one archive folder, please do so. Whatever works best for you. The Archive folder, when properly used, should only be reviewed once every 3 to 6 months. If the items are still of potential value to you, keep them there. If not, use the Recycle Bin and get rid of them. The more clutter you have, even if organized clutter, the more chance you’ll misplace something important. 

Lastly, the Daily folder. In here belong the items that do not fit in any specific project but still you need to use them on a daily basis (or almost). A very good example of this are templates (letter templates, form spreadsheets, etc) and lists that you consult for a multitude of projects. Review this folder also in a 3 to 6 month intervals to eliminate items that you used to use frequently but not anymore.

Your desktop is now organized. Don’t forget that to keep it this way and avoid the pain of going through it all over again you need discipline… Lots and lots of it.

If you have followed my system, you have now a powerful way of increasing your productivity. Make good use of it and don’t forget to adapt it for your needs on an ongoing basis. Keep it simple but functional.

For Mac users, Alec Feld at macapper.com published a few tips on how to organize your desktop, dock and bookmarks on a Mac environment.

And how is your desktop now? Do you use any other system to organize your desktop?