The complete declutter: creating physical and digital workspaces for academic success

Picture this: you've just returned from a brilliant seminar, buzzing with ideas for your research project, only to find your desk buried under a mountain of journal articles, sticky notes that have lost their stick, and that cup of tea from Tuesday that's developed its own ecosystem. Your laptop screen is a constellation of files named "FINAL_version_3_ACTUAL_FINAL.docx," and your inbox shows 1,247 unread emails. Sound familiar?

If you've just experienced that familiar pang of recognition, you're not alone. As someone who's supervised over 35 postgraduate students and navigated countless research projects myself, I can tell you with absolute certainty that your workspace - both physical and digital - is either your greatest ally or your sneakiest saboteur in academic success.

I study productivity principles because I believe that we can work smarter to achieve more and free up time to enjoy life. While there are many productivity boosters out there, such as creating a vision for your research, setting clear goals, prioritising tasks and working to your natural energy levels, decluttering is the one task that is the most within your reach and gives you immediate rewards.

The good news? Decluttering your workspace can significantly enhance cognitive function, alleviate stress, and increase productivity. The even better news? It's entirely within your control, and I'll show you exactly how to do it.

Why your cluttered workspace is sabotaging your research

Let's start with the science, because as researchers, we appreciate a sound evidence base. Multiple studies have demonstrated that cluttered, disorganised workspaces don't just look messy, they actively drain your cognitive resources. In addition, cleanliness influences productivity. Think of your brain as having a finite amount of processing power each day. When your environment is chaotic, your mind unconsciously tries to process all that visual information, leaving less mental energy for important tasks, such as understanding complex theoretical frameworks or crafting a brilliant methodology section.

The physiological impact is equally concerning. Research has consistently linked cluttered environments to elevated cortisol levels, which translates to increased stress, anxiety, and even depression. For researchers already juggling multiple deadlines, supervisor meetings, and the general existential crisis that comes with postgraduate study, this additional stress burden is the last thing you need.

The benefits of decluttering for researchers

Before we dive into the how-to, let's talk about what you'll gain from investing time in decluttering. The research reveals several key benefits that are particularly relevant for academic work:

Enhanced mental health and well-being

Decluttering leads to what Marie Kondo calls "the joy of letting go": a genuine emotional boost that comes from creating order from chaos. For postgraduate students, this sense of accomplishment and control can be potent during periods when research feels overwhelming or stagnant.

Improved decision-making and productivity

A tidy environment facilitates better decision-making. Studies show that people make fewer, but better choices when selecting from organised rather than disordered sets. For researchers constantly making methodological decisions, this cognitive clarity is invaluable.

Prevention of hoarding tendencies

Academic life naturally accumulates a variety of materials, including papers, books, data files, and reference materials. Early intervention through systematic decluttering can prevent the development of problematic hoarding behaviours that many long-term academics develop (and I speak from experience here!).

Sustainable consumption habits

Decluttering encourages reflection on what you actually need versus what you think you might need someday. This is particularly relevant for researchers who often feel compelled to save every article "just in case."

Marie Kondo meets academic life: adapting the KonMari method for researchers

Marie Kondo's approach to tidying has gained global recognition, but her six basic rules need some academic adaptation. Here's how to apply her principles to your research life:

Commit to tidying your academic space

Just as committing to your research project requires genuine dedication, decluttering does too. Start by visualising your ideal research environment. What does productivity look like in your space? How does it feel to sit down and immediately find everything you need?

Imagine your ideal academic lifestyle

Before you touch a single paper, spend time envisioning how you want to work. Do you see yourself calmly reviewing literature with everything at your fingertips? Perhaps you imagine a serene space where you can focus deeply on data analysis? This vision will guide your decluttering decisions.

Finish discarding first

Resist the urge to buy organisational products before you've actually decluttered. I've seen too many researchers invest in elaborate filing systems only to realise they don't actually need half the materials they were trying to organise.

Tidy by category, not by location

This is crucial for academics. Instead of cleaning your desk, then your bookshelf, then your filing cabinet, gather all materials of the same type. Collect all your journal articles, all your notebooks, all your reference books. This approach helps you see exactly how much you have of each category, making decision-making easier.

Follow the right order

Start with the easiest categories first. Begin with obvious rubbish - old printouts, and broken pens. This creates quick wins that build momentum for tackling more challenging categories, such as reference materials or sentimental items from your undergraduate days.

Ask if it sparks joy (or serves your research)

Kondo's famous question needs an academic translation. Instead of "does this spark joy," ask: "Does this serve my current research goals?" or "Would I use this again in the next year?" For sentimental academic items, it's perfectly acceptable to keep a few meaningful pieces, just be intentional about it.

I need to practice what I preach, and I decided to declutter my home office desk. I must say, I truly experienced a mix of relief and a strange feeling of excitement as I sat down to work on my visually appealing “after” desk.

The two-phase approach to digital decluttering

Your digital workspace requires as much attention as your physical space, if not more. I recommend a systematic two-phase approach:

Phase 1: The great digital cleanup

Block out 2-3 hours in your calendar for this initial cleanup. Yes, it seems like a lot of time but consider it an investment in every future hour you'll spend working more efficiently.

Desktop decluttering

Your desktop should not be a filing system. Aim for no more than 10-12 items visible at any time. Create a temporary "Desktop Cleanup" folder if needed, but schedule time to properly file these items within the week.

One PhD student decided she had had enough of the chaos on her desktop, and after our “Getting Organised” Live Workshop in the Research Masterminds Success Academy, she was inspired to do some digital filing. Isn’t the “after” picture lovely to look at?

File and folder organisation

Create a logical hierarchy that aligns with your thought process. I recommend:

• Level 1: Major categories (Current Projects, Literature, Admin, Personal Development)
• Level 2: Specific projects or courses
• Level 3: Document types within each project

Avoid creating folder systems so complex that you spend more time navigating than working. If you're clicking through more than three levels regularly, simplify.

Email optimisation

Your inbox should not be your to-do list. Implement a simple system:

• Immediate action (less than 2 minutes): Do it now
• Quick response needed: Keep in inbox with a flag or star
• For reference: File in project folders
• Newsletter/non-essential: Unsubscribe or create a separate folder you check weekly

Download folder maintenance

This is where good intentions go to die. Set a weekly 10-minute appointment with yourself to clear out downloads, properly naming and filing anything worth keeping.

Phase 2: Maintenance systems

Create simple systems that prevent future chaos:

Naming conventions

Develop consistent file naming that includes dates and version numbers. I use: "YYYY-MM-DD_ProjectName_DocumentType_Version" (e.g., "2024-03-15_LitReview_Methodology_v2")

Weekly digital housekeeping

Schedule 15 minutes each Friday to file new documents, clear downloads, and process emails. This small investment prevents weekend-ruining cleanup sessions.

Cloud backup strategy

Don't let a computer crash destroy months of work. Use automatic cloud syncing for active projects, and create monthly off-line backups of completed work.

Mobile app organisation for researchers

In many cases, one’s phone is a research tool; therefore, treat it as such. Here are several organisational methods to consider:

Verb-based folders

Create folders named for actions: "Read" (PDF readers, journal apps), "Write" (word processors, note-taking apps), "Connect" (email, social media, messaging), "Analyse" (statistics software, survey tools).

Colour-coded organisation

Sort apps by colour into folders. This might seem superficial, but it leverages visual memory where you'll remember that your reference management app is in the "blue folder" faster than you'd recall its specific location.

Function-based with emoji labels

My personal favourite for academic life. Create folders like "📚 Research," "📝 Writing," "📊 Data," "💬 Communication," and "🧘 Wellness." The emojis make folders instantly recognisable and add a touch of joy to your digital organisation.

Advanced strategies for academic workspace optimisation

The platform decision

Choose one primary platform for big-picture planning, whether it's a physical whiteboard, Trello, Microsoft Planner, or Notion. The key is consistency, not perfection. I've seen researchers paralysed by trying to find the "perfect" system instead of just using a good one consistently.

The three-touch rule for physical papers

Every piece of paper should serve a clear purpose. If you pick up a journal article or handout, you should either:

1. Act on it immediately (read, file, or reference)
2. Schedule a specific time to deal with it
3. Discard it

Anything that doesn't fit these categories is clutter masquerading as important material.

Frequently asked questions

Q: How long does it take to see productivity benefits from decluttering?

A: There’s no research on how long it takes after decluttering to improve your mood, stress levels and mental health; however, in my experience, there is a definite immediate effect, especially on productivity. Try it and let me know your experience!

Q: What should I do with reference materials I might need someday?

A: Create a clear distinction between active references (current projects) and archive materials (potential future use). Archive materials should be systematically organised but stored separately from your active workspace.

Q: How do I handle sentimental academic items like my undergraduate notebooks?

A: Keep items that genuinely bring you joy or serve as inspiration but be selective. Consider photographing meaningful pages or quotes rather than keeping entire notebooks.

Q: Should I invest in expensive organisational products?

A: Start with what you have. The best organisational system is one you'll actually use. Expensive products can't compensate for unclear systems or a lack of maintenance.

Q: How do I maintain organisation during busy periods, such as dissertation writing?

A: Focus on "good enough" rather than perfect during crunch times. Maintain basic systems (clear desk surface, inbox under control) and schedule a proper reorganisation session after major deadlines.

Your next steps

The transformation from cluttered chaos to organised efficiency doesn't happen overnight, but it doesn't have to be overwhelming either. Start with one small area—such as your desk surface or computer desktop—and spend 30 minutes creating order. Notice how you feel in that space afterwards.

The goal isn't Instagram-worthy perfection; it's creating an environment that supports your best work. Your research deserves a workspace that enhances rather than hinders your cognitive capacity.

As you embark on this decluttering journey, be patient with yourself. Like any skill worth developing, creating and maintaining organised systems takes practice. But I promise you this: the investment you make in organising your workspace will pay dividends in reduced stress, improved focus, and enhanced productivity throughout your academic journey.

Your future self, the one sitting calmly at a clear desk, finding exactly what they need when they need it, will thank you.

Thank you for the cover photo by cottonbro studio.

Looking for ongoing support throughout your research journey? The Research Masterminds Success Academy offers live workshops, helpful resources, and a supportive community of fellow PhD students. It's a space designed to help you develop academic skills, maintain motivation, and complete your research while still enjoying life beyond your studies. 

Check it out!

This blog post was created through a collaborative process. I provided the initial ideas and rough content, and AI (Claude.ai) assisted in restructuring and refining the material. Final edits and insights are entirely my own.