How to Organize Your Digital Workspace for 2025
So, 2025 is just around the corner, and it’s the perfect time to start fresh and get your digital workspace in order!
In this post, I’m going to give you tips on how to organize your digital workspace in Asana, Google Drive, and even your email inbox, so you can hit the ground running in the new year.
These systems will not only declutter your digital world but will also save you hours of searching for files, emails, and tasks as you work on new projects in 2025.
Either keep reading or watch the video below:
Now, I’ve personally been through this digital overhaul myself, and trust me, having an organized system can make a world of difference. Previously, I spent way too much time searching for things I knew I had saved somewhere in Google Drive.
After decluttering and setting up clean templates and systems, I gained so much clarity and efficiency. So, stick around because I’ll be sharing exactly how you can do the same!
In this post, I’m going to talk about three main areas:
Asana – Organizing projects, tasks, and creating clean templates for 2025.
Google Drive – Decluttering files, creating structured folders, and archiving old documents.
Email Inbox – Sorting through old emails, creating labels or folders, and archiving.
I’ll also be giving you actionable steps for setting up systems that will make everything run smoother next year. So let’s dive into it!
Organizing Your Asana Workspace
First up, we’re going to tackle Asana.
I know many of you, like me, use Asana to keep track of everything in your business—projects, tasks, and even team communications.
But if your Asana is anything like mine was at the end of last year, it’s probably cluttered with old projects, tasks you forgot about, and a mix of active and inactive clients. Time to clear that up!
Archiving Completed Projects
The first thing you want to do is archive any completed projects. I love this feature in Asana because it doesn’t delete anything—you can always go back and reference it later—but it removes the clutter from your active workspace.
It's common to want to keep old projects active in Asana “just in case,” but they cause unnecessary clutter. When you start archiving all the projects you wrap up, your workspace will feel lighter, and you'll be able to focus better on what is actually important.
Creating Templates for Next Year
Next, set yourself up for next year by getting all of your new projects ready for the year from your templates. If you haven't already created templates, think about which projects you reuse the same processes or workflows for and come up with a system for templating those so you don't have to recreate it every time.
Or you can get all my tried and true foundational system templates in my Asana Essentials Toolkit. Check it out here.
Templates are especially helpful for tasks or projects that repeat every month or quarter. For example, if you regularly onboard new clients, you can create a client onboarding template that includes all the tasks you go through for every new client.
This saves so much time! Instead of recreating the wheel each time, you just click a button, and boom—your entire process is ready to go.
Tip: Label these templates clearly, so when you're ready to start a new project, it’s as simple as duplicating the template and filling in the details.
Decluttering Your Google Drive
Next, let’s talk about Google Drive. If you’re like me, Google Drive can quickly turn into a dumping ground for every random document, photo, and download. It’s time to give it a makeover!
Organizing Your Folders
The first thing you want to do is take a look at your folder structure. Ideally, you want to organize your files in a way that’s easy to navigate. I like to create folders by main category and then separate them out into projects. Colour-coding is also something I love to do in mine.
For example, you might have a Business folder with subfolders for Clients, Team, Projects, etc. Within each of those, you can organize further by specific client, team member, or project.
I used to just throw files into my Google Drive with no real system, and when it came time to look for a specific document, I’d waste so much time scrolling through random files. Once I set up a proper folder structure, everything became a lot easier to find, and I actually saved time in the long run.
Deleting or Archiving Old Files
Go through your older files and delete anything that’s no longer needed. For documents you may want to reference later but don’t need cluttering your active workspace, move them to an archive folder.
Tip: Set a recurring task in Asana as a reminder to review your archive once a year. Anything you haven’t touched in two years can be deleted!
Decluttering Your Email Inboxes
Alright, let’s get into the email inbox, which is a tricky one for lots of people. I get it—emails pile up, especially when you’re busy. But starting the year with an organized inbox can give you a fresh, stress-free slate.
Creating Folders or Labels
Start by setting up a clear folder or label system for your emails. You can organize these by categories like “Clients,” “Receipts,” “Newsletters,” or whatever makes the most sense for your business.
Archiving Old Emails
Just like in Asana and Google Drive, archiving is your best friend. There’s no need to keep every single email from 2024 cluttering your inbox. Archive the ones you don’t need to reference often, but keep the ones with ongoing conversations active.
Tips for Maintaining Your Digital Workspace in 2025
Now, let’s talk about keeping your digital workspace organized throughout the year. It’s one thing to start the year with a clean slate, but maintaining it is the real challenge.
Set Monthly Maintenance Time
Dedicate 30 minutes at the end of each month, or even every few months if that feels like too often, to go through your Asana, Google Drive, and email inbox. Archive completed projects, delete unnecessary files, and keep everything tidy.
Use Automations
In Asana, you can set up automations for recurring tasks, so things like reviewing your digital workspace become a regular habit without needing to remember it yourself.
Don’t Wait Until the End of the Year
Don’t let the clutter pile up until December. Trust me, it’s much easier to handle small cleanups throughout the year than to spend an entire day (or week) decluttering before the new year.
