Managing email: determine the priority - Deepstash

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How I’ve Made Email my Secret Weapon

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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... 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.

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  • 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.