This is the second set of notes I’ve taken from Tiago Forte (first one was on storing and enjoying photos); this new video widens the lens to every kind of digital clutter—tasks, email, notes, files. The talk feels half productivity pep-talk, half practical sweep-up, so I’m parking it here even though it drifts a bit from pure file-organization.
Tools mentioned
- Cloud storage (Dropbox / Google Drive) for the brute-force “Archive” move
- Email (any client) for inbox zero via wholesale archiving
- Task manager & note-taking app of your choice (he treats them as extra inboxes)
- Slack / WhatsApp as messaging inboxes that also need clearing
- Notification settings across OS + apps (the real friction point)
- Side note: he reminds us Raycast can surface files by their metadata—something I’m keen to try myself
The 4-step reset
- Archive everything – Scoop every loose file, note, and task list into a dated Archive folder so you’re staring at a blank slate. Nothing’s deleted; it’s just out of sight.
- Clear your inboxes – Either archive all email or pick a date cut-off (anything older jumps to the archive). Repeat for note and message inboxes.
- Create a project list – Write down 10-15 current projects (anything that takes multiple sittings and has a due-ish date). Give each project its own home in your task manager, notes, and storage so related stuff lives together.
- Turn off notifications – Schedule set times to check email/Slack; otherwise silence them so you train your brain not to chase every ping.
Signs you’re due for a reset (his diagnostic)
- Visual clutter – desktops, downloads, and note apps resemble a yard sale.
- Lack of clarity – can’t say what’s important right now or what’s on deck next.
- Energy drain – you actively avoid opening your digital workspace because it stresses you out.
Advice, tips, and my takeaways
- Archive first, organise later – the one-folder dump takes minutes and buys instant breathing room.
- Weekly review – he folds a mini-reset into a Sunday ritual so mess never snowballs.
- PARA fans – projects sit at the core; if you already use PARA this reset slots neatly into the “Projects” layer.
- File naming & folders – barely touched here compared with his photo-book post; this video is really about workflow hygiene (email, to-dos, notifications).
- Interesting sidenote: This clip also plugs Tiago’s Annual Review course—worth noting because the “reset” feels like the warm-up exercise for that bigger reflection.
Jump to the full video for the demos and mindset framing: https://www.youtube.com/watch?v=8liy5_Z4zEs (published 21 Nov 2024).