Ditching the digital clutter

Here’s a hard truth: the average worker switches between apps over 1,100 times a day, and each switch costs you time and focus. A Cornell University study found that this "app-hopping" (it’s almost too cool name to be a problem, right?) wastes nearly four hours of your workweek. That’s half a workday, lost just from jumping between tools. It’s frustrating, right?

We adopt more tools, thinking they’ll make us more productive, but often they just pile on more distractions and complexity. Instead of making things easier, we end up with a digital mess that drains our time and energy. The good news? You don’t need more tools—you need the ‘right’ tools. Tools that reduce clutter, streamline your workflow, and help you focus on the tasks that really matter. It’s about using technology to work for you, not against you.

So, how do you cut through the noise and start using tools that actually boost your efficiency (we talked about why we want to be more efficient as human beings here)? Let’s start with one of the biggest time-wasters—repetitive tasks. If you’re still manually entering data, sending routine emails, or updating spreadsheets by hand, you’re throwing away hours that could be automated. Platforms like Notion or Coda can handle those tasks for you. Setting up automations within these platforms may take a few minutes upfront, but once it's in place, it can save you hours every week. Imagine never having to update a spreadsheet manually again, or having follow-up tasks or notes automatically logged while you focus on more important work. That’s real efficiency.

Next up is tool overload. Using too many apps can be just as bad as using none at all. Each tool adds friction, whether it’s switching between them, logging in, or figuring out where your information is. If you’ve got a dozen tabs open right now, you know what I mean. Instead, consider consolidating your tools. Platforms like Notion or Coda bring your tasks, notes, and projects into one space, reducing the mental clutter of juggling different tools. Rather than bouncing between your email, task manager, and documents app, imagine having everything in one place. Not only does it save time, but it also saves brainpower—you’ll stay more focused when everything is centralised.

I know introducing new tools can feel like another layer of complexity, but think of it like reorganising your workspace. Sure, there’s a bit of effort involved at first, but once everything’s in order, you’ll wonder how you ever managed before. You can use them to track projects, tasks, and notes, and suddenly you’re not wasting time hunting for files or trying to remember who’s doing what. The result? A smoother, more productive workflow with less effort.

So how do you get started? You don’t need to overhaul your entire system overnight. Start by evaluating your current tools. Are they truly making your life easier, or are they adding more noise? Pick one repetitive task you can automate. Set up a workflow in Notion or Coda and see how much time it saves you. Next, look at where you’re using too many tools and see if you can consolidate them. Maybe Notion or Coda can replace three separate apps you’re currently using. Or maybe their built-in team communication features can clear up your inbox and streamline collaboration.

⭐️ Fun Fact: Research from the University of California, Irvine found that it takes an average of 23 minutes and 15 seconds to regain focus after an interruption. This means that when you switch between apps or get distracted by notifications, you're not just losing a few seconds; you're potentially losing valuable time that could have been spent on productive work.

Most importantly, remember that efficiency isn’t about working more or pushing harder. It’s about cutting the waste out of your day so you can focus on the things that actually matter. By automating tasks, centralising your work, and improving communication, you can free up hours each week—hours that can go toward high-value work instead of busywork.

And don't forget—technology is always evolving, and so are your needs. Make it a habit to periodically reassess your tool stack. What worked last year might not be the best option today. Stay flexible, stay curious, and always be on the lookout for new ways to streamline your workflow.

With the right tools and approach, you can do more with less. And that’s the real key to efficiency.

So, what’s one tool you could change or add today to start working smarter? Find it, set it up, and watch how quickly your day transforms.