Today’s digital world inundates us with information. Our devices overflow with content, from emails and documents to notes and ideas, leaving us feeling disorganized and overwhelmed. While AI can’t magically declutter our digital lives, it can provide powerful tools and strategies for streamlining organization. Let’s delve into how AI can help us in essential areas of digital organization.

Using AI to Organize Your Email

  1. Role Prompting: Using the prompt “assume the role” you can instruct the tool to respond to you input in that role. Start your query with this prompt and then ask AI to create a concise label or folder structure suggesting a limited set of labels or folders for organizing your inbox to help tailor the AI’s recommendations. Here’s a quick example: “Assume the role of a successful freelance writer and suggest a label structure in Gmail for my practice that can contain sub labels but no more than ten main labels”. Try it. copy the text using your role.
  2. Consolidation:  Have your AI analyze your existing folders/labels. It can identify redundancies, suggest mergers, and streamline your system.

AI-Powered File Folder Organization

  1. Role Prompting, Part II:  Stick with the freelance writer example. Ask your AI to propose a top-level file structure with ten main folders and logical sub folders. You an suggest folder names based on the role; manager, volunteer, etc. or by subject; work, personal, etc. Try the previous prompt, customizing it for file folders.
  2. Naming Conventions: Use the same prompt in your AI tool to suggest simple naming conventions to create consistency.(e.g.,ClientName_ProjectName_FileType)

AI for Enhanced Digital Security

Depending on your industry and clients, AI’s security role varies significantly. Here’s how it can help:

  1. Risk Assessment: Your AI assistant can identify potential vulnerabilities and rank risk levels based on your business and the type of data you handle.
  2. Security Protocols: Your AI tool might suggest encryption methods, multi-factor authentication procedures, or password management strategies that align with your business and risk level.
  3. Having AI Ask Questions: This is really useful when assessing security risk. A prompt for determining security risk as a freelance writer could be: “Your role in this conversation is to act as a digital security consultant. You are taking on the persona vendor making digital security recommendations. Your questioning will start with the basics of digital security. The topic of conversation will be digital security for a freelance writer. When you are ready, ask your first question.” Try this prompt with your role. You’ll find you’ll be in a detailed examination of your practice and understand potential vulnerabilities

Organizing Evernote and Notion with AI

Evernote and Notion are powerful, but their flexibility can lead to disarray. Here’s how AI helps:

  1. Strategy is Key:  Good Evernote organization depends on your note-taking style. AI might help refine your tagging system if you’re a heavy tagger. If you like notebooks, it can analyze content and propose a notebook structure.
  2. AI-Powered Templates:  Let your AI know your role (e.g., freelance writer) and the types of notes you take (meeting summaries, project outlines). It can suggest pre-made templates to speed up note-taking and make retrieval easier.


AI is a powerful ally in the fight against digital clutter. By understanding its potential (and limitations), you can leverage AI to create systems for your email, files, security, and notes that boost productivity and ease stress. Remember, AI helps you build a framework. The ultimate organizing success still depends mainly on your input and consistency. Schedule a complimentary discovery call if you’d like to chat more about how AI can help you in your digital organizing journey.

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Todd Allan

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Todd Allan

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