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 and set a reminder for later to process items in that tag.
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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.
- Don’t use an email browser client, because it will be too tempting.
- Use a desktop app with no easily accessible shortcut.
- Hide your email app on the last page of a folder full of apps you never go to.
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Tips For Efficient Email Management
- 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.
- Structure your emails in blocks to allow for automation of parts of it.
- Use canned responses for repeated answers.
- Archive nonurgent messages to reduce your inbox.
- Quote the sender’s email in chunks, replying to each section to avoid confusion.
- Separate your to-do list from your inbox.
- Use a pattern like ‘verb the noun with the object’ in your subject lines to make it more efficient for others to read it.
- Clear your emails by the end of the day so things won’t accumulate for the next one.
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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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IDEAS CURATED BY
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