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Archiving and Cleaning Up

Keep your workspace tidy by archiving old targets, themes, and members.

Last updated April 2026

Over time, your Manager Toolkit workspace will accumulate completed targets, former team members, and themes that are no longer relevant. Keeping things tidy helps you focus on what matters now rather than wading through historical records.

What Archiving Does

Archiving hides an item from your default views without deleting it. The data is still there - you can find it by filtering for archived items if you ever need to look back. This means archiving is always safe. You will not lose any information.

Archiving is not the same as deleting. Archived items can be restored at any time. If you genuinely want to remove data permanently, look for the delete option, but in most cases archiving is the better choice.

Archiving Team Members

When someone leaves your team, archive their profile rather than deleting it. This preserves all their catchup history, actions, targets, and sentiment data. If you need to reference any of this later - for example, during a handover or audit - it is all still accessible.

Navigate to the team member's profile page.
Open their settings or details.
Select the archive option.

The member will no longer appear in your active team lists, catchup reminders, or dashboard widgets.

Completing or Cancelling Old Targets

Targets that are no longer relevant should be marked as either completed or cancelled rather than left open. Open targets with past deadlines clutter your dashboard and give a misleading picture of your team's current workload.

  • Complete targets that were achieved, even if the formal close-out was missed
  • Cancel targets that are no longer relevant due to changed priorities
Set aside ten minutes at the end of each quarter to review all open targets. Close anything that has been achieved and cancel anything that is no longer relevant. This keeps your target list accurate and useful.

Archiving Key Themes

Key themes that are no longer being discussed can be archived. For example, a theme like "office relocation" might have been relevant for six months but is now resolved. Archiving it removes it from your active theme list while preserving all the connections to catchups and meetings where it was referenced.

Cleaning Up Actions

Old, stale actions are one of the biggest sources of clutter. Review your action list regularly and:

  • Complete actions that were done but never formally closed
  • Cancel actions that are no longer needed
  • Update priorities on actions that have shifted in importance

Building a Cleanup Habit

Rather than letting things pile up, build a regular cleanup habit. A quick monthly review of your workspace keeps everything current:

  • Check for archived team members who have left
  • Close or cancel outdated targets
  • Archive themes that are no longer active
  • Clear stale actions

This takes just a few minutes and keeps your workspace focused on your current management activity.

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