What if I could show you a way to shave fifteen minutes each day off of the time you would spend on your email? Would this make a difference in your life? Helping you save fifteen minutes per day would free up more than 2,225 hours over the course of the next twenty-five years. That’s equal to 285 work days (2,225 hours divided by a typical 8 hour workday = 285 days). That’s more days than most people work in a whole year!
What could you accomplish having an extra year of work? Would that be worth spending fifteen minutes to understand the device I produced for processing your email?
If you’re like many people, you may have challenges together with your email. Perhaps your in-box is usually backed up. It might be so supported that you will be embarrassed to tell someone how many messages have been in there. Many of my clients (before they learned my system) experienced a backlog of various hundred messages inside their in-box. This caused these to waste time sorting through their messy in-box trying to find messages which needed their attention.
Nevertheless the problem I find with my clients is because they simply spend too much time on the email. I teach my clients to be more proactive and much less reactive. This helps them to be more efficient, effective, and successful within their work and private lives. Email supplies a huge temptation to become in a reactive mode. You may have majorly important, even time sensitive goals on your plate, yet you’re still taking time far from those goals to read through email messages about the most irrelevant things imaginable, and sometimes even spending time to respond to those messages!
Many individuals, in an attempt to escape the distraction brought on by their email, decide to bury their heads in the sand by not processing their email for days, resulting in a tremendous backlog that leaves them overwhelmed without hope of ever fully catching up.
Among the best reasons for my system is that it’s Quite Simple. It is then very easy to learn and implement. However, you almost certainly have numerous years of bad email habits that can need changing and old habits die hard. It’s likely to have a really strong commitment and a few discipline to generate the newest habits, but when they’re established, it will be simple and natural.
Step One: Create two new folders named “*URGENT” and “*NOT URGENT”. Put the “*” initially from the folder name so that it will sort to the peak of your own set of folders. You could also us an underscore “_” or some other character for this purpose.
Step Two: Create folders to save emails that you might need later. If you already have these folders, you may want to create new ones, or rename and reorganize the ones you have so they make more sense.
Step 3: Learn to make use of the filter system in how to change email subject without creating new thread and set as many filters as is possible for messages that you don’t must see immediately whenever they arrive. For example, in case you are on any email discussion lists, where you get several messages each day or a week, create a filter that automatically sorts all those messages into your mail folders. In this way they will never turn up in your in-box and they can be neatly organized into folders.
Step 4: Ensure you have a very good spam filter in place. Everyone receives a lot of spam today, but having a good spam filter will eliminate the majority of it.
Step 5: Learn my system for processing your in-box. You can use this process to empty your in-box quickly, even though it provides hundreds of messages in it. Have your messages sorted from newest to oldest and process the latest ones first. This way, if you have a conversation involving several messages, you won’t respond to an older message, only to later realize that your response was not relevant to the current stage from the discussion. Process your messages within the order they are sorted – one at a time. Don’t ggxmmq to skip around your in-box in an effort to process the greater important or urgent emails first. Which was the old method of doing things. Believe me, you will be far more efficient should you just go through them in the order these are sitting there inside your in-box (don’t skip around!). Your primary goal at this point of processing your in-box is to obtain it to empty and to sort your messages efficiently and quickly into folders for dealing with later. At a second stage you will end up actually answering the key messages.
Don’t open any messages that you simply don’t must to be able to decide how to handle them. Try to make the decision based on the Sender as well as the Subject. If you need to open the content then scan it as quickly as possible to help make your decision on how to handle it. I’m not in love with those “preview windows” because they give a temptation to read emails that you’re not actually ready to cope with yet. You may want to try turning your preview window off, although this is not a critical element of my system.
Listed below are the four alternatives for how to handle each message. You may want to post these alongside your pc while you’re learning the program and establishing new habits.
Delete It: The delete key should become your brand-new closest friend. Take joy in each message which you delete because it’s just not important enough to receive your attention. Think of all time you’re freeing up for other things. Delete, delete, delete. Your primary goal should be to delete up to possible.
File It: If you believe you might never have to read it or do anything whatsoever by using it, but you may want it later for some reason, then save it in your folders. However, don’t put it in your *URGENT or *NOT URGENT folders – these use a different purpose. You are going to occasionally want to make a whole new folder for saving your messages within an organized fashion.
Lower Than 2 Minutes – Do It: When it is something you would like to read, or something that is you want to read reply to, or something that is you would like to forward, and you can do it in just 2-minutes, then do it right then. Then either delete or file the message immediately to obtain it out of your in-box. If it’s planning to take a lot more than 2 minutes, DON’T DO IT, instead do the following:
URGENT or NOT URGENT Boxes: When the messages needs reading, replying, or forwarding, and also you estimate that it will require more than 2-minutes, move it either to your URGENT box or perhaps your NOT URGENT box. The URGENT box should be for messages that need action inside the next 24-48 hours as well as the NOT URGENT box is for the rest. These two boxes are for important messages only! If something is irrelevant, maybe you shouldn’t be wasting your time into it. Perhaps it should be deleted or saved in your folders (besides the URGENT and NOT URGENT boxes) just in case you need it later. However, should you have a hard time breaking your practice of addressing unimportant messages, then you might want to develop a third mail box called “*NOT IMPORTANT”.
Step 6: Utilize the above system to process your in-box to empty one or two times each day. It will be easier if you stay on the top of it daily. You must be able to do it in just fifteen minutes daily if you’re really following the system rather than getting caught within the temptation to answer messages that take more than 2 minutes. If you get behind, which will happen from time to time, don’t panic or drop the device all together, instead, make use of the system to obtain caught up. You will be able to process a really supported in-box with hundreds of messages rapidly. You will definitely get faster when you practice applying this new method.
Step 7: Schedule a couple of times per day to endure your URGENT and NOT URGENT boxes and study, reply to, and forward messages. Aim to get these boxes to empty. Carry out the URGENT box first, then move onto the NOT URGENT box. On days which you have very little time, don’t bother with all the NOT URGENT box. If these boxes start to get supported, plan a more substantial amount of time to process them and acquire swept up.
Step 8: Learn how to choose powerfully. This system doesn’t leave room for you to be indecisive – especially when you are processing your in-box. Previously, when you weren’t certain of what to do with information, you most likely just left it in your in-box. You’ll must break that habit. Whenever you process your in-box along with your URGENT rather than URGENT boxes, ensure it is your ultimate goal to select powerfully how to deal with each message – just decide, act and don’t spend time.
Step 9: Break reactive habits. In the interest of being more proactive and much less reactive in your lifetime, I suggest which you switch off any “you’ve got mail” type reminders. During the day, when you visit your email program in order to compose a message to a person, resist the temptation to read through your email while you’re at it. Instead, process your mail at the times you may have scheduled for that purpose. Doing your email in blocks of scheduled time will help you process your email more effectively and intelligently, and it will help you to stay focused on all the other important tasks you’re focusing on without getting distracted by your email regularly. You might want to earn some exceptions. For example, if a person emails you about a consultation later on that day, you may want to read that email straight away to find out if any action is needed prior to the appointment. However, make these sorts of “read immediately” emails the rare exception and never the norm.
Step 10: Sustain your system. About once each month, put in the effort to unsubscribe from your lists which can be sending you mail that isn’t worth your attention any further. Create any filters that would be helpful. Undergo and delete any saved mail folders that aren’t relevant any longer. Undergo your NOT URGENT box if it really has been backed up for quite a while and process it to empty. Examine your system and take into consideration how it may be improved, etc.
Bonus Step: Now, take all the time you’re saving and take action meaningful by using it! Spend it on the 20% from the actions that are going to get 80% of the results. In the event you don’t know what I’m speaking about, read my newsletter on the 80/20 rule
If you appreciate my email system, you will likely love the ebook, “Getting Things Done, The skill of Relaxed Productivity” by David Allen. I actually have most of my clients read through this book.