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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.
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Organizing Email
Set up a simple filing system to help manage your mail: You could use broad categories titled "Action Items," "Waiting," "Reference," and "Archives." If you're able to stay on top of your folders – particularly "Action" and "Waiting" folders – you could use them as an informal To-Do List f...
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Good Team Habits
One of the best things that you can do, to limit the amount of email you need to process, is to encourage people to send you less.
If certain team members regularly send you long, drawn-out emails, let them know. Tell them gently but firmly that because of the demand on your time, you'd app...
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FYI emails
These are internal notifications, emails from the corporate office or from team members who want to keep us "in the loop."
If you see your name in the "cc" field instead of the "To" field, chances are it's an FYI email. Consider filing it in a "To Read" folder, and tackle it when you ha...
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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 ...
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Using Rules
Most email programs, such as Outlook and Gmail, allow you to establish "Rules" that sort email into a particular folder as soon as it comes in.
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Non-Essential Email
If you regularly receive email such as newsletters, blogs and article feeds, you could re-route these to another email address, or use rules, so that they're instantly delivered to a particular folder.
This will help keep your primary inbox clear, and they'll be in one pla...
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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 ti...
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CURATED FROM
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"A good plan violently executed now is better than a perfect plan executed next week." - Patton
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Time Management Tools for Email
- Answer all of your emails at the same time
- Keep your emails short and sweet
- Create email folders
- Check your email twice a day.
Schedule ‘email time’
With this strategy, you won’t waste time checking emails constantly throughout the day.
Instead, you’ll establish an end-of-day email routine. Research found that people who check their emails three times a day respond to the same amount of emails 20 percent faster than those who constantl...
Manage Your Email
- Focus on what's genuinely important in a day and do that, before checking your email.
- Check the email in time blocks, like once every 3 to 4 hours.
- Discard all impersonal unnecessary emails.
- Briefly answer messages that require an instant response.
- Use su...
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