Making IT Work for You: 5 Simple Ways to Boost Productivity and Sanity

Technology should make your life easier not add to your to-do list. Yet for many professionals, IT feels like a maze of passwords, updates, and notifications. The truth is, a few small adjustments can help you use your tools more efficiently, reclaim your focus, and make your day a little less stressful.

Here’s how to make IT actually work for you.

1. Declutter Your Digital Workspace

Digital clutter drains your attention just like physical clutter does. Every unnecessary tab, notification, and unread email pulls at your focus.

Start with the basics:

• Tame notifications. Turn off anything that isn’t urgent. (Here’s a quick guide from Harvard Business Review on managing digital distractions.)

• Organize your files. Create a clean folder structure and archive what you no longer need.

• Keep one clean desktop. Fewer icons = fewer distractions.

The result? A clearer screen and a clearer head.

2. Automate Small, Repeatable Tasks

Repetitive work is a quiet time thief. The good news: most systems can do it for you.
Set up recurring reports, schedule meeting reminders, or use tools like Microsoft Power Automate, Zapier, or Outlook Rules to handle routine tasks.

For example:

• Schedule weekly status emails to send automatically.

• Use a shared calendar for report deadlines.

• Create templates for recurring documents.

Even automating five minutes here and there adds up to hours saved each week.
(Check out Zapier’s guide to simple automations for easy ideas.)

3. Share Smarter

If your team spends more time searching for files than using them, it’s time to streamline sharing.
Replace endless email attachments with shared drives like OneDrive, Google Drive, or SharePoint. Save key links in a shared bookmarks folder or intranet dashboard.

A few quick tips:

• Use clear naming conventions for shared folders.

• Give team members the right level of access from the start.

• Keep version control by working on a single shared document.

When information is easy to find, collaboration feels effortless.
(For more ideas, see Google Workspace’s collaboration guide.)

4. Shortcuts Save Time

Keyboard shortcuts and small workflow tricks may not seem like much, but they add up fast.
A few of our favorites:

• Outlook: Press Ctrl + Shift + M to create a new email from anywhere.

• Excel: Use Alt + = to AutoSum, or Ctrl + Arrow Keys to jump between data ranges.

• Windows: Windows + D to show or hide your desktop instantly.

Take 10 minutes to learn the shortcuts you use most often. You’ll save time every single day.
Need a cheat sheet? Microsoft’s shortcut list is a great place to start.

5. Ask IT for Help

Your IT team isn’t just there for troubleshooting - they can be your biggest productivity ally.
They know which tools are available, which ones integrate best, and which settings can make your work easier.
Ask them about:

• Automating reports

• Integrating apps you already use

• Security-approved tools for file sharing and communication

Often, the solution you need is already built into the systems your company has...you just haven’t been shown how to use it yet.

The Bottom Line

Technology should support your work, not complicate it. By simplifying how you use IT by decluttering, automating, sharing smarter, and asking for help, you can spend less time managing tech and more time doing the work that matters.

At Maple, we help clients not just secure their systems but simplify them. Less frustration. More focus.