Not too late for a clean up
Even though we have moved a few weeks into the start of the year, it’s still a good idea to review apps, clutter, and plans for 2026. Take some time to tidy up and get rid of distractions, apps you don’t use and things that reduce your effectiveness.
The key takeaway to this discussion is to have a system that works for you, and then apply it on a consistent basis. You must stick with your process or system to have it work and reduce frustration.
Depending on the number of devices you have, consider if they are the best for what you use them for. Would an iPad be better for reading emails, reviewing documents on the go or creating less complex documents? Your desktop tool like an iMac, Mac mini, or MacBook is for the heavy duty work when you relish a bigger screen and more powerful apps. Your phone is something that is always with you or nearly so and will have some different apps than other devices.
Even you “real” desk could use tidying up. Try to have only the essentials present. The pen, notebook or documents you need to the current project/task should be available. Have cables ready if needed, proper lighting, headphones or AirPods in place. Put other distractions away such as mail, magazines, snacks, unrelated papers, etc. Put your phone face down and turn off notifications when you need to concentrate. Even better, set a timer to work on the current project and think of the desired outcome and steps before you begin. Use a Pomodoro timer if the work is lengthy. Stand up and walk around some. Get that refill on your coffee or water.
Over time we tend to collect apps that looked useful, but we end up not really using them. So go through your devices and delete apps that have not been opened for a while. You can always download them again if you change your mind. Using folders for your IOS device to group apps by related function is a personal choice. Perhaps put your frequently used apps on the Home Screen and others in a secondary level on page 2 and so on. Or use folders in a similar fashion.
Don’t let your Downloads folder be permeant storage. Sort the files in date order and file the keepers that are important and delete the rest. Try to do this monthly. It will get messy so just take time to tend to it.
In Photos, look at your Screenshots folder. What can be deleted? If you do delete, it will be in Trash for 30 days in case you change your mind.
Look at your email app (comments apply to MacMail). Still getting junk? If you use the “unsubscribe” option at the top of an email solicitation/ad from a reputable company, you will likely be removed from the distribution list and be done with them. However for unscrupulous mails, using this feature will just let them know that the email is live. Better to categorize it as junk mail with the Block Sender” selection on a right click on your mouse. Use the Mailbox Menu and delete Junk Mail and Trash at least weekly. Don’t forget to delete your Trash on other devices too at least monthly.
Subscriptions – Wow, found a good deal and then use it some and then forget about it? Does anybody do that? On your IOS device, go to Settings>tap your name>Subscriptions and check for what you are paying for but not using. Delete? It’s easy to keep paying for something which you don’t really use like you thought you would.
Notifications – limit which apps interrupt you. On your IOS device, go to Settings>Notifications then look at the permissions for apps. This can get tedious but worth it if you get notifications that you don’t really care about. Check out Focus Mode. It’s in the same section where you customized Notifications. Maybe start from zero notifications and then build from there. Fewer distractions while working will help your from loosing your flow and “restarting” your focus.
Filing/Naming – can you improve your system? Try to maintain a set of folder names that you repeat year over year if they have served you in the past or think of something new. Move last years folders into a big folder “Archive 2025”. Customize your Folders with Colors or emojis to give some life to your system. (Right click on a folder and select Customize). Tags may work for you if you can relate a folder or file to a few categories like Permanent, Lifestyle, or whatever is meaning full. Keep Tag categories to a minimum and no need to Tag everything.
Are you backing up to save your documents and settings? Use Apple Time Machine on an external drive or maybe Carbon Copy Cloner. To be really safe look at offset backups such as Backblaze, iDrive, Acronis or CrashPlan as a starting point.
Look over your goals that you set last year. What needs to be updated or deleted? Do you have the necessary time, steps, and resources to achieve them. Are they still relevant? Once you have them stated clearly, look at them once a week. Perhaps keep them on a Pinned Note in Apple Notes so they are easy to see and keep fresh in your mind. Ask what REALLY MATTERS: think health/fitness; relationships; learning/creativity; systems to get your work done whatever it is that you do. Define success for each goal/task. Don’t let vanity or maintenance goals pretend to be progress.
Learn some new features on your Apple Apps. You’ll be surprised at how well then can work with each other. Look at YouTube videos to get some ideas. Teaching videos with thousands of views are a good place to start.
Have a morning routine to kick off the day. Do what works for you. Read emails/respond as needed. Review calendar, Look at Reminders and/or Pinned Notes. Limit this kick-off to 10-15 minutes. Have a similar process for the end of the day to help you start off the next morning. Avoid chaotic starts for the day. Know what you are going to do and do it. Later in the morning, “process your email” and again near the end of the day. Avoid start stop on looking at emails. Avoid impulse driven behavior. Be intentional. Group similar tasks together.
News/scrolling – sure the news is important and looking at funny videos of puppies is amusing but limit mindless viewing of digital content. Avoid content that drains or upsets you. Save it for tomorrow or never. Seeing and thinking positive things will boost your energy and outlook.
Your workplace should be a relaxed and inviting place. Change your Mac’s wallpaper from time to time to something you enjoy seeing or is inspiring. Keep artwork and photos that are meaningful. Reduce clutter as much as you can in your workplace. If something is not needed now/today, put it in a drawer or cabinet.
Take time to think strategically. (Here’s a couple of definitions) Strategic thinking is the cognitive process of analyzing complex situations, envisioning future possibilities, and formulating innovative strategies to achieve long-term goals. In contrast, strategic planning is a structured process that involves setting specific objectives, developing actionable plans, and allocating resources to achieve those goals. Do this when you are alone and have 30 minutes or so. Try it weekly. Use a pen and paper to make notes or use the Audio Recording feature in Apple Notes to dictate your thoughts. Reflect on how you are doing, are you on the right course. If things are not going as planned ask why, what do you need to do differently. When you are getting ready to do a task that is important, take a moment to think about the desired outcome and the steps to get there.
Here is chart that I think is useful to remember that many things in life are in the hands of others…only a few things can be controlled by us.