Learn more about timemanagement with this collection
How to avoid email overload
How to organize your inbox
How to write effective emails
Managing email: determine the priority
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.
- Reply if a very quick reply is possible, like Thanks or Great or On it.
- Reply with a macro if one of your pre-written replies works.
- Forward/Delegate emails that others can handle.
- Process later. The "to process" is the second folder.
- Archive or delete if no further action is needed.
Once this is done, only the deeply urgent things are left.
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Creating a controllable inbox
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.
- Unsubscribe to all the blogs and newsletters you subscribed to or set up a sepa...
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Don't feel obligated to respond to everything
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.
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Set up Text Macros
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...
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Making email work in your favor: upgrade your tools
- Use an email service with a great search tool so you can find archived messages with ease.
- 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 ...
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Process your emails
Actions you might take while processing:
- Unsubscribe or block.
- Reply where longer or more substantive replies are needed.
- Forward/delegate things that need more substantive thought and context.
- Task. Theses emails require action that can't get done in two o...
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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: schedule time in the calendar in the future to reply
- Optional response: no need to respond,...
Making Your E-Mail Inbox Zero
First, stop checking your e-mails, and start processing them. You want to get emails out of your inbox qs soon as possible. To process emails efficiently, remember the three d’s: if you can deal with it, delete it, or delegate it in less than two minutes, then do it!
For Emails that demand...
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