Understand the Different Types of Emails - Deepstash

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9 Powerful Email Productivity Practices to Adopt Right Now

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: schedule time in the calendar in the future to reply
  • Optional response: no need to respond, but it would be nice of you to
  • Not important and no need to reply: archive or delete
  • Read later: file into a specific folder and read in your spare time (e.g. newsletters and reports)
  • Filling: file into a specific folder (e.g. purchase receipts, copies of important documents, travel arrangements).

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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?
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
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.
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.

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 read and respond to email after a long period of focused work, or at the time of day when your energy and creativity are at their lowest.

Also, explain to your colleagues/boss/clients that you only check email at certain times, and that they can call you or use instant messaging if the matter is really urgent.

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.