Get Organized with a Digital Declutter
You’re in the middle of an important conversation with a KOL or your manager, and it’s going great. Then they ask for that one document, the one you know will perfectly illustrate your point. You start searching for it, but your files are a mess. A folder named “Important Stuff,” another one called “Really Important Stuff,” and an overflowing downloads folder stare back at you. Panic sets in. You know you have it! Your brain shifts from the discussion to frantically hunting for the file, and suddenly, you’re completely thrown off your game.
Sound familiar? Digital clutter isn’t just disorganized folders and files. It messes with your mind. That’s why adding a simple digital declutter to your weekly reset can be a game-changer. By taking a few minutes each week to organize your files, inbox, and other digital spaces, you set yourself up to stay sharp, confident, and ready to tackle any curveball. Let’s dive into how to get organized with digital declutter.
To make this process even easier, check out the Medical Affairs Quick Reset Checklist. Your guide to mastering the weekly habits that keep you focused and ahead of the game 👇.

Why Digital Declutters are Critical for Medical Affairs
Digital clutter isn’t just about wasted time. It’s about the mental energy it drains. For Medical Affairs professionals, staying strategic means keeping your mind clear and focused. When your digital space is in chaos, it’s harder to think critically, prioritize high-impact activities, and show up prepared. A simple digital declutter, added to your weekly reset, can bring back that clarity and help you stay on top of everything.
Signs You Need a Digital Declutter
Do any of these sound like you?
- Your computer files look like a digital jungle—no path in sight.
- Your folder names are “Important Stuff,” “For Later,” and “ASAP”—but nothing gets found later or ASAP.
- Your downloads folder is overflowing (300+ GB), making it impossible to track anything down.
- Every search for a file feels like a mini scavenger hunt (and not the fun kind).
If you nodded along to any of these, it’s time to reclaim your digital space and peace of mind.
What is a Digital Declutter?
Think of a digital declutter as spring cleaning for your computer It’s about clearing out the chaos in your digital workspace so you can find what you need when you need it. Since so much of our work happens on screens, keeping your digital tools and files organized is just as important as keeping your desk tidy.
How to Get Organized with Digital Declutter
Here’s an updated step-by-step guide to reclaim your digital space and improve your productivity:
1. Start with the “Low-Hanging Fruit”
Begin with areas that will have the most immediate impact. For instance, clear out your desktop, organize your email inbox, or create a structure for your downloads folder.
Tip: Use tools like email filters (e.g., Gmail’s labels or Outlook’s rules) to automate organization moving forward.
2. Create a Master Folder System That Works for You
A well-organized folder system is the backbone of staying on top of your work. The key is to design it in a way that matches how your brain naturally organizes information. Some people think by account, others by timeline, or even by project. Whatever works best for you, make it simple, logical, and easy to maintain.
How to Get Started:
- Understand Your Thought Process: Ask yourself: How do I instinctively search for files? By person? By project? By date? Use this as the foundation of your system.
- Create Your Structure:
- If you think by account: Try
Account > Person > Initiative
(e.g.,Account_A > Dr_Smith > Advisory_Board
). - If you think by timeline: Use
Year > Quarter > Topic
(e.g.,2024 > Q1 > Insights_Report
). - If you think by theme: Use
Therapeutic Area > Initiative
(e.g.,Oncology > Clinical_Insights
).
- If you think by account: Try
- Standardize Naming: Ensure your folder and file names follow a consistent format. For instance,
2024_Q1_KOLMeeting_DrSmith.docx
is much clearer thanNotes123.docx
.
Tip: If your folders are already chaotic, start fresh by archiving everything into an “Old Files” folder and applying your new system going forward.
3. Use Smart Shortcuts
Create shortcuts to frequently used files, folders, or tools and organize them in a central location (e.g., your desktop or cloud workspace).
Tip: Leverage cloud services like OneDrive, Google Drive, or Dropbox to sync and access files across devices.
4. Declutter Your Email Inbox
Archive emails older than six months into a folder labeled “Archive_Pre2024” and delete unnecessary subscriptions (including mine! You can come back any time 🙂).
Tip: Use tools like Clean Email or Unroll.me to unsubscribe from spammy newsletters and mass emails.
5. Optimize Your CRM or Insights Tools
Declutter saved reports, update meeting notes, and ensure that all files are tagged correctly for easy retrieval.
Tip: Set a monthly reminder to clean up old entries and ensure your data is aligned with your current medical strategy (make it part of your monthly plan!).
6. Audit Your Apps and Programs
Delete unused apps and update essential ones. Streamline your workflow by consolidating tools with overlapping functionalities.
Tip: Consider tools like Notion or Trello (if allowed) for organizing tasks and projects instead of juggling multiple apps.
7. Simplify Repetitive Processes
Repetitive tasks like meeting follow-ups, insights entry, and file organization can eat up time and energy. By streamlining these processes, you can work more efficiently and focus on high-impact activities.
How to Get Started:
- Create Templates: Develop pre-built templates for tasks you do frequently, such as meeting notes, insights summaries, or follow-up emails. Save them in a dedicated folder (e.g.,
Templates > Meeting_Summaries.docx
). - Set Up Recurring Reminders: Use calendar tools like Outlook or Google Calendar to remind yourself of routine tasks like cleaning up files or following up after KOL meetings.
Tip: Store templates and task-related folders in a centralized, easily accessible location. For example:
Templates > KOL_Engagement
Insights > To_Process
Get Organized with a Digital Declutter Pro Tips
Don’t try to clean everything in one sitting. You will lose your mind trying to organize 20,000 emails or 25 gigs of data in your downloads folder. Instead, decide on your new system and start using it going forward. For example, if you put everything in your downloads folder and can never find anything. Make a folder system that makes sense for you. Then create an Archive folder in your downloads folder. Dump everything in there. Going forward add files to your new folder system.
More tips to keep you organized:
- Adopt the “One-Touch Rule”: Every time you download a file or receive an important email, organize it immediately into the appropriate folder.
- Set Digital Decluttering Boundaries: Time block 30 minutes each week as part of your weekly reset to focus on decluttering.
- Leverage AI Tools: Use AI tools like Microsoft Copilot or Grammarly for quick file searches and content organization.
Conclusion: Get Organized with a Digital Declutter
Getting organized with a digital declutter is so important for Medical Affairs. If your digital landscape is a mess it adds stress. Imagine being in a meeting with your manager or a very important KOL and needing to pull something up. Then in 2 seconds you have the document ready, have a great conversation, and meet your objectives!
A clutter-free digital space doesn’t just help you find files faster. It helps you think clearer, prioritize smarter, and approach your Medical Affairs role with confidence. By incorporating this updated digital declutter process into your weekly reset, you’ll free up your mind and time for the strategic activities that matter most.
Ready to take control of your digital workspace? Start with one step today and feel the difference tomorrow.

Written by Patrina Pellett, PhD
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