Organize your emails

Create the following 2 folders:

  • Require Action besides simply responding.
  • Require Response. File emails here that you are unable to respond to immediately.

All other emails, once read, should go directly to their appropriate permanent files using rules.

@angelazz492

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Communication

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Unsubscribe

Unsubscribe from every list that doesn’t offer solid value for your business.

Interrupting a task with notifications leads to a loss of concentration and a decline in productivity levels.

Feel free to set up an autoresponder re-directing all urgent matters to your phone.

  • What’s the main point of your email? 
  • What action do you want the recipient to take? 
  • What critical facts do you need to get across in your email?

Give yourself a limit to the length of your response and stick to it. 

Rules are automatic actions your email software will take depending on what guidelines you’ve set up.

Choose a couple of times during the day when you’ll deal with your email. 

Empty your inbox

Make sure you bring your inbox count down to zero so you can start fresh the next morning.

Any messages that still need to be dealt with should be either moved or responded to.

Create email signatures ready to go to save time and annoyance when you’re composing or responding to emails.

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RELATED IDEAS

  • Do. If the email is actionable and takes under two minutes, then do the task ASAP.
  • Delegate. Forward the right tasks to the right people.
  • Defer. Reply to the message at a better time.
  • Delete emails that are not important or that you can delegate. 
  • File. Add messages that contain information you will need to your archives.

8

IDEAS

... to read and respond to email. Don’t leave your email program open all day long. Alerts from incoming messages can interrupt your work flow. Instead, schedule specific blocks of time throughout the day for checking your email. 

You might even try marking your calendar and setting your availability to “busy.” If necessary, turn off your cellphone and shut your office door to prevent interruptions.

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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