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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 have time.
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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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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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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 c...
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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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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
CURATED BY
"A good plan violently executed now is better than a perfect plan executed next week." - Patton
MORE LIKE THIS
Checking emails first thing
It takes up to 25 minutes to get in a productive state after checking emails.
Keep your email closed for the first 30 minutes of your working day. Switch off email notifications while you're focusing on work.
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.
The protocol principle
By spending more time setting up rules or protocols for work in advance, we can spend less effort coordinating the work at the moment.
An eg: The standard protocol meeting scheduling is "energy-minimizing email ping pong," which has a low energy cost at the moment but large...
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