How to Organise Your Windows (and Your Mind): Screen Setup for Smarter Work
Welcome back after the Easter break!
Something I’ve been paying more attention to recently has been on learning how to organise my screen. The way you arrange your windows and applications can have a huge impact on your focus, mental clarity, and overall productivity. And yet, most of us just kind of... wing it.
I’ve worked on everything from a 13” laptop on a hotel desk to a dual-monitor office setup with room to breathe. And every context brings its own mix of challenges and clever workarounds. So I thought I’d explore some ideas on how to manage your digital workspace, what works for me (and what doesn’t), and some ideas for setting up your screen to work with you, not against you.
The Problem with a Messy Digital Desk
Let’s be honest: it’s incredibly easy to end up with chaos. You start the day with just your calendar and inbox open, and by lunchtime you’ve got 12 tabs, 6 windows, and no clue where that Zoom link went. Every time you switch between windows, you lose a few seconds — and those seconds add up. More importantly, your brain loses momentum. Context switching is exhausting.
For me, the visual clutter of a messy screen creates the same kind of low-level stress as a cluttered desk. And worse, I find myself re-checking things: “Wait, did I reply to that Teams message? Where’s my meeting notes doc again?” It’s like having a hundred loose papers flying around in your head.
So, what’s the alternative?
Create “Zones” on Your Screen
Whether you’re on a small screen or a full setup with multiple monitors, try to think in zones. Each zone has a purpose.
On a large screen, here’s a setup to try:
Left third: Communication — email and Slack/Teams.
Middle third: Focus zone — the document you’re actively working on.
Right third: Reference — calendar, meeting notes, browser tabs you’re using for research.
If you’re using two monitors, go one step further:
Main monitor (centre): Focus work — usually fullscreen or split view for writing/code/spreadsheets.
Secondary monitor (left or right): Email, chat, and meetings.
It’s all about reducing the mental overhead of switching. If you need to check the calendar or respond to a message, you know exactly where to look — without covering up what you’re working on.
On a Small Screen: The Art of Tab Discipline
When you’re working on a laptop—especially on the move—things get trickier. Real estate is limited. But there are some strategies that help:
Dedicated virtual desktops: On Windows and macOS, use virtual desktops to keep focus. One for communication, one for work, one for meetings. Swiping between them feels cleaner than alt-tabbing through a soup of windows.
Minimal browser tabs: Try to use pinned tabs for the essentials (email, calendar, task manager) and close the rest at the end of each day.
Fullscreen mode for deep work: Go fullscreen when you’re writing or doing something that needs real attention. That way, you’re not tempted to check Teams when you hit a tricky sentence.
Switching Between Setups: The Chaos and the Fix
This is where things get messy. One day you’re on your home office setup, the next you’re on a train with a single laptop screen. And every time you move between setups, the muscle memory breaks.
Apps open in the wrong places. Windows are squashed or half off-screen. You click on something and it jumps to a monitor that no longer exists. It’s not just annoying — it’s a mental reset you didn’t ask for.
Here’s how to manage the transitions:
Close and reopen apps intentionally. When switching from one setup to another, just close everything and reopen what you need. It takes a couple of minutes but saves you from weird window ghosts and resizing madness.
Use a consistent app layout. Keep your communication tools (email, chat) on the left, whether you’re on one screen or two. That way you don’t have to reorient every time.
Automate with window management tools. Tools like Magnet for macOS or FancyZones for Windows helps snap windows into your preferred layout quickly. It’s like muscle memory for your windows.
Going Further
Here are a few extra things you could play with that might also help:
App-specific workspaces: Tools like Raycast or Alfred (macOS) can create app workflows or launch groups of apps together—great for switching modes (e.g. “Start my writing session” opens Notion, Spotify, and disables Teams).
Dedicated browser profiles: If you work with different clients or projects, creating a Chrome/Edge profile per context can help you separate your tabs and logins cleanly.
Second screens from tablets: iPads (via Sidecar or Duet) or Android tablets can act as lightweight second monitors when travelling. Not always perfect, but handy in a pinch.
Final Thoughts: Your Screen is a Workspace
Just like you’d organise your desk or your kitchen or your garage, your screen deserves a little structure. A few small habits—keeping windows consistent, setting zones, switching mindfully between contexts—can make a real difference.
And honestly? It just feels better. When my screen is calm, my brain is calmer. When my apps are in the right places, I can get to work faster. When I don’t have to fight my tools, I can actually get stuff done.
So the next time you find yourself drowning in a sea of overlapping windows, take a breath. Close the clutter. Reclaim your screen.
Your brain will thank you.