Reading Email - Deepstash

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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 time on your calendar, or add this as an action on your To-Do List , to do later. 

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MORE IDEAS FROM THE SAME ARTICLE

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...

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...

... 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 ...

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...

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.

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...

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 c...

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Adopt GTD Methodology in Email

think of every email you get as either something you need to take action on, track, or refer to later. 

Every time you open a conversation, decide right away what to do with it. Don’t postpone and come back to it. You touch it once and move on.

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Determine What The Sender Needs From You Asap

Ask yourself:

  • What’s the meaning and the value of the message?
  • What action does this message require of me?

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Set an out-of-office responder

If you're going to try inbox infinity, it can help to set a permanent out-of-office responder that lets people know what to expect from you.

Should they expect a response from you at all? If so, when? Is there someone else they should contact if they have a specific inquiry? Maybe if yo...

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