Digital Organization Mistakes That Kill Productivity - With Judith Guertin
Productivity Gladiator
Boosting Productivity with AI Tools in Professional Environments
This chapter explores how AI can be effectively utilized in professional environments to boost productivity, particularly in note-taking and following up on meetings. It also introduces a technique for prompting AI that improves the quality of outputs, turning discussions into actionable tasks.
Digital Organization Mistakes That Kill Productivity - With Judith Guertin
What happens when two organizing experts get real about wrangling life’s digital chaos?
In this episode, Brian sits down with digital-organization veteran Judith Guertin, and the conversation quickly gets refreshingly honest. They share their recent experiences—Brian’s panic over scattered note-taking apps and Judith’s frustration with app clutter and forgotten downloads. Expect laughter, self-confessions, and real-world examples that hit home: Brian reveals he’s guilty of never clearing his downloads folder, while Judith confesses she’s hopped between platforms chasing the “next best thing.”
They dive into actionable strategies you can start using today—like sticking with one note-taking system, voice-dictating your thoughts, naming files with consistent conventions, and relying on proven backup methods (like the 3–2–1 strategy). You’ll also discover how AI tools like Gemini, Magi.ai, and Microsoft Loop are reshaping the way we organize digital lives—balancing excitement with critical thinking.
Whether you're weary of tool fatigue, lost in folders, or curious how AI can support (not sabotage) your productivity, this episode delivers clarity—and a few laughs along the way.
Want to go deeper? Check out the show notes and reference links below!
References In This Episode
Judith Guertin - Judith’s professional Linkedin Profile
Beyond the Estate Plan Guide – Judith’s book to organize vital personal and digital information.
All Ways Organized – Judith’s professional organizing & digital consulting firm.
AppSumo – referenced during discussion on "bright shiny object" syndrome and tool overload.
Mem.ai – example of an AI note-taking platform and risks of using emerging tools.
Google Gemini in Drive – Brian’s preferred tool for querying notes within Google Docs.
Microsoft Loop – discussed as a live, collaborative component across Microsoft apps.
Magai.co – Judith’s centralized AI tool for managing multiple chat systems.
Communication Protocol Episode – Brian’s prior episode on team communication strategies.
Brian’s TEDx Talk – “Reimagining the Actual Value of Your Time.”
Addiction To Social Media & Free Hacks To Fix It – tips aligned with our episode’s app overload and habit-reset themes.
Calculate The Specific '$/Hr' Value Of Your Time – linked to our discussion on tool cost vs. value of time.
How Many Hours Do You Spend On Social Media? – adds context to Brian’s point about time spent.
Subscribe to Brian’s email list
Chapters
00:00 Introduction to Digital Organization
02:12 Understanding Your Digital Life
05:01 Strategies for Effective Digital Organization
08:10 The Role of AI in Digital Organization
10:53 Common Mistakes in Digital Organization
13:56 Overcoming Bright Shiny Object Syndrome
16:28 The Importance of Writing Things Down
19:34 Navigating Fear of Missing Out
21:30 Choosing the Right Tools for Organization
24:31 Conclusion and Final Thoughts
28:20 The Importance of Integrated Tools
28:40 Avoiding App Overload and Subscription Mistakes
30:23 Evaluating the Value of Paid Tools
32:37 Mastering Content Management
34:46 Tackling Digital Clutter
35:44 AI's Impact on Productivity
43:17 Creating an Effective Digital Organization Plan
46:45 Establishing a Naming Convention
48:32 Documenting Important Information for the Future
Today’s Guest
Judith Guertin
Professional Organizer, Digital Estate Specialist, Productivity Consultant
Judith Guertin is a certified professional organizer, author, and speaker with over 25 years of experience helping individuals, families, and organizations bring order to their digital and physical worlds. Known for her calm, clear approach, Judith specializes in decluttering overwhelmed systems—whether that’s your inbox, cloud drives, or the vital documents your family may one day need.
Her book, Beyond the Estate Plan Guide, equips readers to capture and share essential information so nothing gets lost in life transitions. As the founder of All Ways Organized, Judith guides clients in creating sustainable strategies that keep their digital lives accessible, secure, and easy to maintain.
Judith blends deep expertise in productivity tools and estate preparedness with a practical, down-to-earth mindset. She believes that organized systems aren’t just about efficiency—they’re about peace of mind and leaving a legacy of clarity.
Connect with Judith:
LinkedIn: linkedin.com/in/judithguertin
Website: allwaysorganizedmass.com
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