Digital declutter: Organise for action

Simplicity is the ultimate sophistication

Thirty years ago, Marcia, my wife, and I spend a memorable weekend in our cottage. Unfortunately, it stuck in our memories for the wrong reasons. We were stressed. Annoyed with each other. Frustrated. Our second bedroom was a dumping ground. We needed to find insurance documents so we could re-tax our car on the Monday. We spent the weekend searching through boxes, piles of papers and accumulated clutter. Eventually we found what we needed. Exhausted, but relieved, we vowed never to put ourselves through that trauma again. Thus, a new filing system was setup which included a folder labelled “Car!”.

Cumbersome storage

My system in life is to figure out what’s really stupid and then avoid it. - Charlie Munger

School taught us to organise our time and data by subject, e.g. Maths, Physics and Art. For most, that way of thinking perpetuated into adulthood. However, organising files by topic doesn’t help when we need information we can act on quickly. Flipping the inherent question from “What is this?” to “What am I going to do with this?” transforms how we approach storing personal information. We need a simple, consistent, action orientated way to decide where everything belongs.

This is where Thiago Forte’s PARA method comes in.

PARA method

Your goals are that much closer to being achieved when all the information you need to execute your vision is right at hand. - Tiago Forte

PARA is a simple, yet powerful, process to organise all types of data on digital platforms. Book excerpts, voice memos, quotes, web bookmarks, meeting notes or photos. PARA helps us store and organise them all. It gives us the tools to use them effectively and turn our ideas into action.

PARA is a work flow built on the idea that all our information fits into just four categories:

1. Projects: Short-term efforts in our work or broader life that we’re focusing on now.

2. Areas: Long-term responsibilities we manage over time.

3. Resources: Topics or interests that may be useful later.

4. Archive: Inactive items from the first three categories.

Every note, file and idea we have can fit into one of these buckets. Let’s explore each one.

Projects

A project is, by definition, temporary and thus has a time limit. - Bernie Roseke

Projects have two features. Firstly, they have an outcome or goal we’re trying to achieve. And, secondly, they’re time-bound with a deadline or timeframe for completion. Projects are short-term, action-oriented and require focus right now. Examples include: writing a blog post, booking a holiday and reorganising a workspace. Each project requires its own notes, research and plans. Keeping all related information together in one place makes progress far easier.

Areas

An area of responsibility has a standard to be maintained. - Tiago Forte

An Area is a role or responsibility in our life that has no end date. Unlike projects, areas aren’t something we “complete”. They require ongoing attention to maintain a desired standard. Examples include: finances (e.g. tracking spend), health (e.g. exercise), relationships (e.g. date nights) and work (e.g. team motivation). Areas are important now and later. They’re less action-driven than projects but still vital to keep on our radar.

Resources

Resources are topics or interests that may be useful in the future. - Tiago Forte

Resources are a catch-all for topics, ideas and references that might be useful. They’re not urgent but have high potential value. Examples include: articles, quotes, recipes, travel destinations and research for side projects. Resources are personal libraries. Inspiration and raw materials that may feed future projects or areas.

Archive

Archiving helps free up space, maintain records and ensure important information is available when needed, without cluttering your everyday workspace. - Shred-it

Finally, Archive is where inactive items go. This is the “cold storage” for any material from the previous three categories. Projects we’ve completed. Areas of life that no longer apply. Even resources we’re no longer interested in go here. Archiving ensures an uncluttered workspace. It also allows for later data retrieval.

One minute PARA reset

Live with a bias towards action. When you take action each day, you learn the value of accumulating small improvements over time. Be impatient with your actions. Be patient with your results. - James Clear

Here’s a three step process to quickly implement the PARA method on any digital platform:

1. Create an “Archive” folder and move everything from our current digital mess into it.

2. Create a “Projects” folder and projects we’re actively working on into it.

3. When responsibilities and reference materials pop up, create “Areas” and “Resources” folders. Add related items as needed.

Don’t create folders until there is something to put in them.

I use to have around 100 files and folders scattered across my work laptop. Then I implemented the PARA method. Now, I have just four folders: Projects, Areas, Resources and Archive.

Other resources

Building a Second Brain talk by Tiago Forte

How Smart Storage Aids Success post by Phil Martin

Three Ways I Achieve More post by Phil Martin

Since implementing the PARA method I am more productive and feel relaxed.

Have fun.

Phil…