Once you've got the flow of email reduced to messages that matter, it's time to clear the non-urgent out of your inbox.
<ul>
<li>Reply if a very quick reply is possible, like Thanks or Great or On it.</li>
<li>Reply with a macro if one of your pre-written replies works.</li>
<li>Forward/Delegate emails that others can handle.</li>
<li>Process later. The "to process" is the second folder.</li>
<li>Archive or delete if no further action is needed.</li>
</ul>
Once this is done, only the deeply urgent things are left.

Managing email: determine the priority

<ul>
<li>Use an email service with a great search tool so you can find archived messages with ease.</li>
<li>Delete all those folders. If you use an email service with a great search function, you don't need many folders. Instead, create one big archive and use the search function.</li>
<li>Get a to-do app. Many people use email as a to-do list, but then have to re-read the emails and reinterpret what they need to do.</li>
</ul>

Making email work in your favor: upgrade your tools

Sales pitches are personal emails without unsubscribe links. But if you don't respond, you can often get more email from them.
Set up text replacements. For example:
noint = Not interested but thanks; please remove.
nove - I'm sorry; I have a bunch of initiatives and don't have time for a call right now. Maybe in a few months.
nocant = I'm sorry; I've already made commitments I'd have to break if I tried to make a call or meeting work right now.
These won't work everywhere but are a good starting point that can be edited.

Set up Text Macros

Many people decry how awful email is. They feel that messages keep on appearing in their inbox as if they have no control over them. The first step to a controllable inbox is to slow down the messages.
<ul>
<li>Unsubscribe to all the blogs and newsletters you subscribed to or set up a separate email account for it.</li>
<li>Be selective on marketing.</li>
<li>Kill all non-essential email notifications.</li>
<li>Be a ruthless unsubscriber.</li>
</ul>

Creating a controllable inbox

Emails from unknown people are like strangers who show up at your office without an appointment. If you pay attention to them, you have to break your commitment to others.
Consider keeping your email notifications off. You will not forget about your inbox.

Don't feel obligated to respond to everything

Actions you might take while processing:
<ul>
<li>Unsubscribe or block.</li>
<li>Reply where longer or more substantive replies are needed.</li>
<li>Forward/delegate things that need more substantive thought and context.</li>
<li>Task. Theses emails require action that can't get done in two or three minutes while processing.</li>
</ul>

Process your emails

Easy to implement strategies to better manage your email and keep messages in your inbox to a minimum.

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Managing Email Effectively

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