Feeling Buried by Digital Clutter and Workflow Chaos?
This little system has saved me more time in my photography business than I ever expected. Honestly? I didn’t think something so simple would make such a big difference, but it has! If you’re drowning in digital clutter, open tabs, or scattered to-do lists, this is for you.
Tell me, when you envisioned being a photographer, I bet piles of paperwork and mail weren’t part of the dream. I bet the digital cutter wasn’t on your radar.
You probably didn’t envision piles of paperwork, stacks of mail, and digital clutter taking over your desk. The dream? More Nancy Meyers than never-ending notifications.
You likely pictured morning light streaming through the window, casting a warm glow on your workspace-an editing setup with a freshly brewed cup of coffee in your favorite mug, a soft blanket draped over your lap, and flowers from the farmer’s market sitting pretty on your desk.
But if your office (or your digital home base) feels more overwhelm than inviting, here’s a productivity hack, called “touch it once” that can help clear the clutter and boost your efficiency:
“The general idea is that as soon as you touch something, whether it’s a piece of mail or a project that needs to be filed, you immediately act on it. This could be fully completing the task at once or determining the next actionable steps to move it along.” – Ruth Umoh
How to Put the “Touch It Once” Method Into Practice:
Email Drafts That Save Time (Especially During Busy Seasons)
If you’re writing an email you know you’ll send more than once, save time by turning it into a reusable template. Create a custom signature and highlight the parts that need to be updated each time (like the session date or link). That way, you’re not rewriting the same email over and over—and your tone and details stay consistent.
For seasonal offers -like Motherhood sessions or your annual Santa event- I keep all client emails stored in a dedicated Asana board for that offer. It holds everything: Flodesk emails, session sign-up links, landing pages… all in one place, ready for next year’s relaunch.
Instagram Content (That Actually Gets Posted)
Do you have posts half-written in your drafts? You’re not alone.
For captions with repetitive tags, create a hashtag bank.
For images you’d love to share from a session but go blank when it’s time to post, pre-draft captions that are ready to go when you have a session that you want to share asap.
I organize mine in Asana, so I can copy, paste, and post in just a few clicks—no more stalling when it’s time to hit publish.
Mail Management Made Easy
For both physical and digital mail, anything that takes under two minutes? Do it now.
Toss the junk mail. Star the important ones. Avoid the trap of needing to re-read and re-sort later. (Need help managing your inbox? Here’s a post I wrote with a few of my favorite email workflows.)
Task Follow-Up That Doesn’t Get Forgotten
If it’s going to take longer than two minutes? Set a reminder in your planner or Asana. Add a due date so it stays visible, not buried. Out of sight = out of mind. Let’s not let that happen again.
For tasks that require more than two minutes, set a follow-up reminder in your planner or Asana with a due date. This keeps the task on your radar and ensures you address it before the deadline.
So Remember, “Touch it Once”
Next time you’re tempted to delay a task, let clutter pile up, or leave that tab open for “just a sec”—remember the “touch it once” method.
You deserve to work in a space that feels as peaceful and inspiring as the one you actually dreamed of.
Do you have a favorite “touch it once” hack that works for you?
Drop it in the comments or email me at info@carolineeidson.com—I’d love to hear!
Need help setting up your systems? Not sure where to start?
Let’s chat.
*All images in this post are stock images from Elevae Visuals.
Hi! I’m Caroline Eidson. If we haven’t met yet, I’m a mom of four with a deep heart for legacy and capturing the beauty of the season your child is in and preserving it for the generations to come. At Caroline Eidson Portraits, I specialize in newborn, simplicity studio, and heirloom portrait sessions designed to honor your family’s story with timeless, artful images. Ready to reserve your session? Say hello, and let’s create something beautiful that your family will treasure for generations.
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