The Zen Master's Guide to Email Productivity | Process Street | Checklist, Workflow and SOP Software - Deepstash

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The Zen Master's Guide to Email Productivity | Process Street | Checklist, Workflow and SOP Software

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Determine What The Sender Needs From You Asap

Ask yourself:

  • What’s the meaning and the value of the message?
  • What action does this message require of me?

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Suggested Email Structure

  • Greeting
  • Pleasantry
  • How you got their details, call back and reason for email
  • Body Topic: Situation, Benefit, Call to Action
  • Closing line
  • Signature

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Habits For Efficient Email Processing

  • Do – If it’s actionable, execute the task and archive.
  • Delegate – Forward it on.
  • Defer – Decide to do it later (snooze it until a concrete time).
  • Delete – If possible, do it to reduce your inbox.
  • File – If necessary, tag it a...

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Tips To Reduce Frequent Email Checks

  • Check it at 11am and 4pm to make sure it isn’t the first thing you do (and get sucked into) and also so you have a clear inbox by the end of your day.
  • If your to-do list is already overflowing, add email checking times to your calendar.
  • Close your email software...

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  • Unsubscribe from or filter away the stuff you never read.
  • Disable email push notifications on your phone.
  • Check emails twice per day to limit the time it takes to check and switch tasks while batch-processing your emails.
  • Structur...

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Quote the sender's email in chunks

  • Only use enough quotations to establish the context.
  • Your reply should come below it.
  • When possible, cut and reformat the quoted text.
  • Get tasks out of your email and into a task manager.

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