How many emails are in your inboxes waiting for a response?

25 emails 5o emails 150 emails

4 steps to take control of your email

inbox

By Parnell Pierre-Louis

Common inbox assumptions

All email is important All email requires an immediate

response All email should be kept indefinitely These assumptions

are often untrue

Inbox management model

First Step: Most emails fall into two categories

Reference

Information

Action Information

General principles

Email management is part of time management

Email should not be used for everything

Email should be kept as long as needed – and then gotten rid of

Inbox management model

Second Step: Schedule uninterrupted time to process and organized emails

Set up a regular period of time daily

Filter emails by date, subject, or who

Start at the top to bottom

Using the 4 D’s for “Decision making” Process

Delete It Do It Delegate It Defer It

Third Step: Process one email at a time

Inbox management model

Fourth Step: Do it daily

Define specific times to check email

Processing your emails

delete or filedone in 2 mins or delegated deferred to task list or calendar

Summary of the four steps

Most emails are Reference Info or Action Info Set up a reference system Set daily processing time 15 minutes to

1hr. Process emails in a organized order Use the 4 D’s method to process Do it daily

Alternatives to email

Email isn’t the best tool to collaborate

Other more effective tools available Instant messaging Pick up the phone Microblogging (Twitter) Wikis

Using these tools can reduce email usage and increase productivity