Stop the insanity…
Why do you have thousands of emails in your inbox? You know as well as I do that keeping them all in your inbox is clutter – it’s like keeping all your physical mail in the mailbox, and having to dig through it constantly to see what is new.
Here is how I tell the CEOs & their employees that I mentor to handle their email… Try it…
When I go to my InBox, I handle the emails by using one of these 4 Ds: Delete, Delegate, Do & Drag…
- Delete – prior to doing anything else ask yourself really quickly if you even need to do anything with it – then delete it. I also use a system called Spring Clean to remove me from lists I don’t need to be on.
- Delegate – if it needs to be dealt with, it doesn’t need to be me doing it. delegate it to someone else, internal, or even someone from eLance, Guru, ODesk etc. Just get out of the habit of dealing with all the emails yourself.
- Do – deal with it right away – crank out the answer, and hit send – then delete the email from your InBox – you’ll always have copies of it in your All Mail or Sent or Deletes – you just don’t need to keep it in your InBox distracting you forever.
- Drag – if you don’t have time to deal with it right away – drag it to one of these folders: End of Day, End of Week, Follow Up, Casual Reading
- End of Day – is a folder where the emails in it will get dealt with starting at 3pm or later, and you’ll have them handled by the end of the day – just don’t worry about them, or have them nagging you before then.
- End of Week – is a folder where you’ll handle the emails starting on Thursday or Friday – and you’ll have them dealt with by the end of the week.
- Follow Up is where you can flag it – and follow up with the person later on – no real action other than following up on the action items is needed
- Casual Reading – this is FYI stuff – you might or might not read it – and every few months I delete any that are older than 3 months – knowing if I haven’t had time to look at them by then, I likely never will.
Try it – it works a LOT better than keeping everything in your InBox. And you’ll feel a LOT more organized too.