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.

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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

Erica Rhodes