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9 Powerful Email Productivity Practices to Adopt Right Now

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https://www.dansilvestre.com/email-productivity/

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9 Powerful Email Productivity Practices to Adopt Right Now
In our day and age, mastering email productivity is a key skill for the knowledge worker. These are the 9 "Email Best Practices" you must adopt to level up your email productivity. Process communications faster and focus on work and projects outside your inbox.

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Adopt GTD Methodology in Email

think of every email you get as either something you need to take action on, track, or refer to later. 

Every time you open a conversation, decide right away what to do with it. D...

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Create an Email Productivity System

There’s no “definitive” system. The best framework is the one that works for you. Ideally, it should model your work style, supporting the way you work. Bonus points if it’s low-maintenance,...

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Power Up Your Email with Plugins

Some examples:

  • Undo Send: for when you accidentally press the send button.
  • Canned Responses: create a template that you can reuse with canned responses.

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Receive Fewer Emails

Receive Fewer Emails
  • Unsubscribe: from anything you don’t need, such as newsletters, groups, mailing lists, and notifications. 
  • Send fewer emails: to get less email, send less. 

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Understand the Different Types of Emails

All your emails fit into one of the following 6 categories:

  • Respond today: reply immediately if urgent, at the end of the workday if important
  • Respond later: sch...

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Practice Good Email Etiquette

Practice Good Email Etiquette
  • Keep it short.
  • Make it scannable: use short paragraphs and formatting to make sure your content is read.
  • Know what you want to communicate.
  • Bold...

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Schedule Email Time

Treat checking emails as you would any other tasks: a to-do. Schedule specific times in your calendar to process email. And reduce the times you check email to 2 per day: one in the late mor...

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Use Automatic Responses

Train other people to respect your productivity, work, and time by using an automatic response. Long-term sustainable email productivity is about selective ignorance.

Let people know y...

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Inbox Zero in 10 Minutes

Inbox Zero in 10 Minutes
  1. Create a folder in your email inbox named “sort”.
  2. Pick a topic that describes several of your unread messages.
  3. Move all messages related to that topic into the sort folder.

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SIMILAR ARTICLES & IDEAS:

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 ...

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.

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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Zen to Done (ZTD)

It's a productivity system that teaches how to take a simple approach to improving your productivity, by encouraging you to focus on forming one productivity-boosting habit at a time. 

The Minimalist Habits of Zen to Done

  • Collect: Get ideas and to-dos out of your brain and onto a list.
  • Process: Review your list daily and decide how to act on each item.
  • Plan: Pick a few high priority items to accomplish each week and every day.
  • Do: Schedule time to accomplish your selected to-dos without interruptions.

The Collect Habit

To clear your mind and improve focus, get your ideas and to-dos out of your mind and onto a list. 

Documenting to-dos in the moment lessens the likelihood that you'll forget to do something and gives you a master list of to-dos to reference when you're trying to decide where to direct your time.

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Checking Email

Check email only at set points during the day. 
  • you may decide that you'll only check your email before lunch, and at the end of the day.
  • you can also reserve time to re...

Checking your email regularly...

... during the day can be an effective way to keep your inbox at manageable levels.

However, the constant interruption and distraction that comes from it can dramatically lower your productivity, and disrupt your ability to enter a state of flow when working on high value projects.

Reading Email

  • Try using the "Two-Minute Rule" when you read your mail: if the email will take less than two minutes to read and reply to, then take care of it right now, even if it's not a high priority.
  • For emails that will take longer than two minutes to read or respond to, schedule time on your calendar, or add this as an action on your To-Do List , to do later. 

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