3 Steps to Keep Your Communication Clean
Everything comes down to file management.
It’s the heart of digital organization.
The reason things get so cluttered is that most of us don't have a system that works. When we get an email with a file in it, we leave the file there until later. When we get a Slack message with a PDF attached, we make a mental note to come back and find it when we need it.
Weeks later, we end up scrolling and scrolling, digging through the sea of messages for the file we need.
But not you. You now have a central hub for organizing your files.
So, what's next?
The Missing Link: Connecting Communication to Your Files
Now that your files are in order, it's time to tackle the biggest source of digital clutter: communication.
Think about it. How many times have you spent hours searching for a critical piece of information buried in an email thread or Slack conversation?
The problem is that we often try to organize everything within the communication platform itself. We create elaborate folder systems in our email or dozens of Slack channels to keep track of everything.
But this is a recipe for overwhelm. The key is to connect your communication to your centralized file system.
3 Steps to Connect Your Communication and Files
Assess Your Incoming Messages
When a new message comes in, whether it's an email or a Slack message, take a moment to assess its contents. Is it a file that needs to be saved? Is it a task that needs to be completed? Or is it something that can be archived or deleted?
Save Files in the Right Place
If the message contains a file that you need to save, don't just leave it in your email or Slack. Instead, take a moment to save it in your centralized file storage system (e.g., Google Drive or Dropbox). This might feel like it takes extra time, but trust me, by saving files in the right place, with clear names, you'll save yourself and your team precious time later.
Make Tasks for Things You Need to Do Later
If the message is related to a task that needs to be completed later, don't just leave it in your email or Slack. Instead, create a task in your project management tool (e.g., Asana or Trello) and link the relevant message to the task. By turning messages into tasks, you can keep track of what needs to be done without letting anything fall through the cracks.
Pro Tip: I recommend using a tool like Spark for email. It allows you to copy a link to the email and paste it into your task management system. This way, you can access the context of the email without having to navigate to your inbox, helping you stay focused and avoid getting sidetracked.
By following these three simple steps - assessing your incoming messages, saving files in the right place, and making tasks for things that need to get done - you can create a streamlined system for managing your communication and staying on top of your work.
When your files and communication are connected, you'll spend less time searching and more time focused on the work that matters.
No more scrolling through endless Slack channels or email threads. No more wondering where you saved that critical document. Everything will be exactly where it needs to be, just a click away.
This week, I challenge you to start implementing these 3 steps.
Every time a new file comes in, whether through email, Slack, or any other channel, take a moment to assess its contents. Decide whether it's a resource or a task, and then put it in the right place.
It might take a bit of practice at first, but soon, it will become second nature. And the payoff will be immense.
You'll feel more in control, less stressed, and more focused than ever before.
