Are you drowning in emails? Do you feel like your inbox is a black hole where productivity goes to die? If you're nodding your head, you're in the right place. But you need to forget fancy filters and complicated folders. This isn't about that. This is about an email strategy to conquer your email everyday and reclaim your time.
Why do I not use filtering and labels? Because, in my experience, emails that get automatically tucked away often get forgotten, lost in the digital abyss. For busy people to make stuff happen it needs to be obvious and easy.
My approach is different. I treat my inbox as a dynamic to-do list. Folders? I use them, but sparingly. They're for reference – a place to store emails after they've been dealt with, if I need to keep a record, I have separate folders for each of my clients.
And let's be real: "Inbox Zero" is a myth. The goal isn't an empty inbox; it's an inbox where every email has been read and is either actioned, waiting for action, or filed.
Here's how to make it happen:
1. Frequency: When to Dive In
How often you check your email during the day is a personal choice, and it depends on your role or the type of business you run. However, there's one rule I stick to: the first thing I do when I start my workday is check my inbox.
2. Checking Your Inbox: The Action Plan
This is process that you need to follow for each email:
a) 2 Minute Rule: If you can respond to an email in two minutes or less, do it now. Then, either delete the email or file it for reference.
b) Action Required: If it needs more time, mark it as unread in your inbox. This keeps it visible as a task to be completed.
c) Waiting Game: If you've sent an email and are waiting for a reply, leave it in your inbox, but flag it (Outlook) or star it (Gmail). This way, it stands out, and you remember to follow up if needed.
3. Time Blocking: Schedule Your Email Tasks
This really works. Schedule time in your calendar to work on the tasks that come from emails. This is called time blocking, and it's essential for staying on top of things. You can read my blog about time blocking here. To achieve your weekly goals, you need to organise your time. Time blocking helps you do just that. You can create an event in your Calendar from a Gmail email. Just remember to remove the person from the 'invitees'. For Outlook, set up a Quick Step that creates an appointment with the "add message" option.
4. The Unexpected Bonus: Actually Reading Newsletters
Remember those "read later" folders where newsletters went to die? This method has a surprising side effect. You'll actually read those email newsletters you signed up for! This system forces you to engage with them, and you might actually find some value from the content. And if you don't read them, then unsubscribe!
Stop Drowning, Start Doing
This method won't work for everyone and for some people filtering might be the key or creating folders based on response. The best way is to have a go and see which method works best for you.
This also isn't just about managing emails; it's about managing your time and your priorities. Regularly checking your emails allows you to take control of your inbox instead of letting it control you. It's a simple, effective way to boost your productivity and finally escape email hell.
Give it a try, and you might be surprised at how much it changes your workday!
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