Processing your email inbox can take up a lot of time. It is easy to get lost in reading, replying, forwarding, etc. Before you know it, hours have gone by and you have no idea where the time went.
Here is how you can take control of your email.
1. Turn Off Your Auto-Receive. You don’t need to check your email every few minutes. By turning the auto-receive off, you are in control. Why should other people and companies be allowed to interrupt your work? With the auto-receive turned off, you are in control. No more getting side-tracked.
2. Schedule a Time to Process Your Email. Choose a time that will not interfere with your responsibilities at home or work. Process your emails only at these times. If you let the auto-receive dictate when you get your messages, you will waste a lot of time checking them as they come in. Treat your time like the big CEOs do. Put your email on “hold” and get the important things done.
3. Zero Out Your Inbox. When you check your email your goal should be to zero out your email inbox. There should be nothing in it after you are done. Use the “4 D’s of Email” to get your inbox to zero.
Deal with each new email in one of these ways: Delete, Deal, Defer and Delegate. If you have sorting capabilities in your email software, sort your emails by sender, group, etc. That way you can isolate large blocks of emails from one sender and delete them all if you do not want to keep.
Delete
If it’s junk mail, hit the spam button. When you are done, clear out your spam folder. Also, make sure your spam filter is set so that it can automatically take care of this chore for you in the future. Then all you have to do is periodically delete those blocks of spam email. What a wonder feeling that will be!
If no action is required or it’s something you don’t want to read, like another cutesy forward, hit the delete button.
Unsubscribe from all email newletters and ezines that you don’t read. Doing this can greatly reduce your email load.
Deal
Can you do what the email requires in a few minutes or less? Can you reply, forward, send a document, or attach a file? If so, do it and send it off right away.
If you need the email for future reference you can file it in your Archive folder; if not, delete it. Same goes for any forwarded or sent copies of your emails, but ONLY if you need them.
Defer
If no immediate action is required but you will need the email for future reference, file it in your Archive folder. If you need more time or resources to respond to the email, file it in your Action folder.
You should have folders under your main inbox folder where you can file these emails. See Cleaning Out a Stuffed Email Inbox for more information on these folders.
If it’s really an email that requires deferring to another time, make sure you schedule some time for it.
Some scheduling options include:
- Put the task in your schedule for the date (and time, if appropriate) when you’ll do it.
- Flag it. In Outlook you can add a dated flag which puts the email into your task list for the flagged date.
- Put a reminder in your digital calendar (Outlook, Gmail, Yahoo have this option) to remind you that you need to act on it.
Delegate
Is the email for another family member? Put it in their inbox folder. If they don’t have one, create it and let them know they need to check it and clean it out once a day. You can create sub-files for them if needed.
Is this an email you can send to another person for action? If so, delegate it and send it off. File a copy in your Action folder if you need to follow up on it later.
Your inbox should now be empty. Ahhhhh… What a wonderful feeling. A clutter free inbox.