What if I could show you a method to shave fifteen minutes per day off of the time you would spend on your email? Would this really make a difference in your life? Helping you save fifteen minutes daily would free up more than 2,225 hours over the course of the next 25 years. That is equal to 285 work days (2,225 hours divided by a typical 8 hour work day = 285 days). That’s more days than a lot of people work in a whole year!
What could you accomplish having an extra year of labor? Would that be worth spending 15 minutes to find out the device I developed for processing your email?
If you’re like most people, you might have challenges along with your email. Perhaps your in-box is always backed up. It could be so backed up that you would be embarrassed to inform someone exactly how many messages will be in there. Many of my clients (before they learned my system) experienced a backlog of several hundred messages in their in-box. This caused them to spend time sorting through their messy in-box looking for messages which needed their attention.
However the problem I find with my clients is that they simply spend a long time on the email. I teach my clients to be more proactive and less reactive. This helps these to be more efficient, effective, and successful in their work and private lives. Email offers a huge temptation to become in a reactive mode. You may have majorly important, even time sensitive goals on your own plate, yet you’re still spending time far from those goals to read through email messages about the most irrelevant things imaginable, and even spending time to respond to those messages!
Many people, in an attempt to escape the distraction due to their email, decide to bury their heads in the sand by not processing their email for days, leading to a tremendous backlog that leaves them overwhelmed without hope of ever fully catching up.
One of the better reasons for my method is that it’s Very Easy. This makes it very easy to learn and implement. However, you probably have many years of bad email habits that can need changing and old habits die hard. It’s going to have a really strong commitment plus some discipline to generate the new habits, but once they’re established, it will likely be simple and natural.
Step One: Create two new folders named “*URGENT” and “*NOT URGENT”. Place the “*” in the beginning from the folder name so that it will sort to the peak of the list of folders. You could also us an underscore “_” or some other character for this specific purpose.
Step 2: Create folders for saving emails that you might need later. If you currently have these folders, you may want to generate some new ones, or rename and reorganize those you might have so they make more sense.
Step 3: Learn how to make use of the filter system in change email subject gmail and set up as many filters as possible for messages which you don’t must see immediately when they arrive. For instance, if you are on any email discussion lists, in which you get several messages each day or each week, make a filter that automatically sorts all those messages into one of the mail folders. This way they will never show up within your in-box and they can be neatly organized into folders.
Step 4: Make sure you have a great spam filter in place. Everyone receives plenty of spam these days, but possessing a good spam filter will eliminate the majority of it.
Step 5: Learn my system for processing your in-box. This can be used process to empty your in-box rapidly, even when it has numerous messages within it. Have your messages sorted from newest to oldest and process the latest ones first. In this way, if you have a conversation involving several messages, you won’t respond to an older message, just to later find that your response had not been relevant to the current stage from the discussion. Process your messages within the order they are sorted – one-by-one. Don’t ggxmmq to skip around your in-box in an effort to process the better important or urgent emails first. That was the old means of doing things. Trust me, you will end up far more efficient if you just go through them in the order they are sitting there inside your in-box (don’t skip around!). Your goal at this point of processing your in-box is to get it to empty as well as sort your messages efficiently and quickly into folders for dealing with later. In a second stage you will be actually answering the most important messages.
Don’t open any messages that you simply don’t need to so that you can decide what to do with them. Attempt to make the decision based on the Sender and also the Subject. If you have to open your message then scan it as soon as possible in order to make the decision on what to do with it. I’m not in love with those “preview windows” simply because they provide a temptation to read through emails that you’re not actually ready to handle yet. You might want to try turning your preview window off, even though this is not really a critical a part of my system.
Listed below are the four options for how to deal with 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 that you delete because it’s just not important enough to get your attention. Think of all time you’re freeing up for other things. Delete, delete, delete. Your goal ought to be to delete as much as possible.
File It: If you believe you may never must read it or do anything by using it, but you may want it later for some reason, then save it in one of your folders. However, don’t put it within your *URGENT or *NOT URGENT folders – these use a different purpose. You may occasionally want to make a brand new folder to save your messages in an organized fashion.
Less Than 2 Minutes – Get It Done: Should it be something you need to read, or something you want to read reply to, or something 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 content immediately to get it out of your in-box. If it’s going to take greater than 2 minutes, DON’T DO IT, instead do the following:
URGENT or otherwise not URGENT Boxes: In the event the messages needs reading, replying, or forwarding, and you also estimate that it will take more than 2-minutes, move it either to your URGENT box or perhaps your NOT URGENT box. The URGENT box needs to be for messages that require action inside the next 24-two days and also the NOT URGENT box is perfect for the others. Both of these boxes are for important messages only! If something is not important, perhaps you shouldn’t be squandering your time onto it. Perhaps it ought to be deleted or saved in your folders (besides the URGENT and NOT URGENT boxes) just in case you need it later. However, in the event you have a hard time breaking your habit of responding to unimportant messages, then you might want to produce a third mail box called “*NOT IMPORTANT”.
Step 6: Utilize the above system to process your in-box to empty once or twice each day. It will be simpler if you stay on the top of it daily. You will be able to do it in just a quarter-hour each day if you’re really after the system rather than getting caught within the temptation to respond to messages that take greater than 2 minutes. Should you get behind, which will happen from time to time, don’t panic or drop the device together, instead, make use of the system to obtain swept up. You must be able to process a really backed up in-box with hundreds of messages rapidly. You will definitely get faster when you practice using this new method.
Step 7: Schedule 1 or 2 times each day to undergo your URGENT rather than URGENT boxes and browse, reply to, and forward messages. Make an effort to get these boxes to empty. Perform the URGENT box first, then start the NOT URGENT box. On days which you have very little time, don’t bother with all the NOT URGENT box. If these boxes begin to get supported, plan a more substantial length of time to process them and get swept up.
Step 8: Figure out how to choose powerfully. This method doesn’t leave room so that you can be indecisive – especially if you are processing your in-box. Previously, whenever 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. When you process your in-box as well as your URGENT rather than URGENT boxes, make it your primary goal to choose powerfully how to handle each message – just decide, act and don’t spend time.
Step 9: Break reactive habits. For the sake of being more proactive and less reactive in your lifetime, I would recommend that you switch off any “you’ve got mail” type reminders. Throughout the day, when you visit your email program so that you can compose a message to a person, resist the temptation to read through your email while you’re at it. Instead, process your mail on the times you 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 assist you to remain focused on all the other important tasks you’re working on without getting distracted by your email regularly. You might like to make some exceptions. For instance, if someone emails you about a scheduled appointment later that day, you might want to read that email right away to figure out if any action is necessary prior to the appointment. However, make these types of “read right away” emails the rare exception and not the standard.
Step 10: Keep your system. About once each month, put in the effort to unsubscribe from any lists which can be sending you mail that isn’t worth your attention any further. Create any filters that could be helpful. Go through and delete any saved mail folders that aren’t relevant any longer. Proceed through your NOT URGENT box if it has been backed up for quite a while and process it to empty. Examine your system and think about how it may be improved, etc.
Bonus Step: Now, take constantly you’re saving and take action meaningful with it! Spend it on the 20% from the actions that will get 80% of the results. In the event you don’t understand what I’m speaking about, read my newsletter on the 80/20 rule
If you want my email system, you will likely love the book, “Getting Things Done, The ability of Stress Free Productivity” by David Allen. I actually have most of my clients look at this book.