Year-End Digital Declutter: 5 Steps to Streamline Your Tech for a Productive New Year
- jchouinard9
- 2 days ago
- 2 min read
A clean, organized digital environment is a productive and secure one. Just as you would tidy a physical office, your digital workspace deserves the same attention. An end-of-year tech declutter can boost morale, improve efficiency, and close security gaps. This simple process will help you start the new year on the right foot.
1. Audit and Archive Old FilesDigital hoarding is a real problem. Old project files, duplicate documents, and outdated spreadsheets make it harder to find what you need and increase the cost of data backups.
Start with shared drives: Designate a team to review main shared folders (e.g., Network Drives, SharePoint sites). Archive entire folders from completed projects to a separate "Archive - 2024" location.
Clean up cloud storage: In OneDrive/SharePoint, use the "File Activity" reports to identify old, unused files.
Establish a new rule: For the new year, implement a simple naming convention for new files to keep things organized moving forward.
2. Review and Remove User AccessFormer employees, temporary contractors, and changed roles can leave a trail of outdated user accounts. This is a major security vulnerability.
Work with HR: Get a list of all departed employees in the last year.
Review active users: In your Microsoft 365 Admin Center or equivalent, deactivate and remove licenses for any users who no longer need access.
Check group memberships: Ensure current employees are only members of groups and teams that are relevant to their current role. The principle of "Least Privilege" is a key security best practice.
3. Tidy Your Application Stack (SaaS Sprawl)Over the year, departments often sign up for new software trials that are forgotten but still active. This "SaaS sprawl" wastes money and creates shadow IT risks.
Take inventory: List all software-as-a-service (SaaS) applications the company uses.
Identify owners: Assign a business owner for each app.
Cancel unused subscriptions: Cancel any trials or subscriptions that are no longer necessary. Consolidate tools where possible.
4. Update Your Password & Security PolicyThe new year is a great time for a security refresh.
Enforce password changes: If you do not have a policy requiring regular password changes, now is the time to start. Mandate that all users update their passwords.
Re-enforce MFA: Use this as an opportunity to ensure Multi-Factor Authentication is enabled for everyone, especially for new employees who may have been onboarded without it.
Schedule security training: Plan a brief cybersecurity refresher course for Q1 to keep best practices top of mind for your team.
5. Clean Up Communication ChannelsYour Teams, Slack, or email inboxes can become cluttered and inefficient.
Archive old teams/channels: Archive Microsoft Teams or Slack channels for completed projects.
Organize your inbox: Encourage employees to unsubscribe from unwanted mailing lists and use email rules to automatically sort incoming messages.
Review distribution lists: Ensure company-wide email lists are up-to-date to prevent sensitive information from being sent to the wrong people.
A clean digital workspace is a catalyst for productivity and security. By investing a small amount of time now, you set your team up for a focused and successful new year.
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