Maria João Valente has been using Workflow Desktop Icons to structure her digital workflow with a minimum of effort, for more than a year.

“Basically it allows me to keep files organized and an uncluttered desktop (both essential to my sanity).”

Workflow Desktop Icons

Everything revolves around three main folders, “Doing”, “To-do” and “Archive”. These can be accessed directly via the Dock on a Mac, and are regularly checked or re-organized according to the workflow. All other folders are out of sight and serve as permanent storage for further use.

Here’s a flow chart of Maria’s digital workflow.

• The Work Zone contains all the files or folders that are being used now (i.e. this week).
• The To-Do Zone has stuff to be reviewed as soon as I have the time. (Hint: most of the downloaded files get here, to be organized later. Another Hint: I use Hazel to keep this place organized by file type.)
• The Out Zone folder is where I place all files or folders that are going to be exported and stored off my computer, either on an external HD, a DVD or online.

Maintaining a peaceful and productive desktop is easy when you follow your workflow.

By sharing her process, Maria hopes to help you get you going organizing your digital stuff. (Or share with us the process you’re already using.)

Maria João Valente is an archaeologist, university professor and a passionate Mac user. She lives in Portugal and blogs about her interests at Mac ao Quadrado. You can read my interview with Maria here or follow her on Twitter.