What if I could show you a way to shave 15 minutes each day off of the time you may spend on your email? Would this make a difference in your life? Helping you save fifteen minutes per day would free up a lot more than 2,225 hours over the course of the next twenty-five years. That is equivalent to 285 work days (2,225 hours divided by a typical 8 hour workday = 285 days). That’s more days than a lot of people work in a whole year!
What could you accomplish with an extra year of employment? Would that be worth spending a quarter-hour to understand the system I developed for processing your email?
If you’re like many people, you might have challenges along with your email. Perhaps your in-box is definitely supported. It might be so supported that you would be embarrassed to inform someone just how many messages are in there. A lot of my clients (before they learned my system) experienced a backlog of countless hundred messages inside their in-box. This caused these to spend time sorting through their messy in-box searching for messages which needed their attention.
But the main problem I find with my clients is because they simply spend too much time on their email. I teach my clients to get more proactive and much less reactive. This can help these to become more efficient, effective, and successful inside their work and private lives. Email offers a huge temptation to become in a reactive mode. You might have majorly important, even time sensitive goals on your own plate, yet you’re still spending time away from those goals to see email messages about the most irrelevant things imaginable, and sometimes even taking time to respond to those messages!
Many people, so as to escape the distraction caused by their email, choose to bury their heads within the sand by not processing their email for several days, resulting in an enormous backlog that leaves them overwhelmed without any hope of ever fully catching up.
One of the better aspects of my product is that it’s Very Easy. This makes it simple to learn and implement. However, you probably have numerous years of bad email habits that will need changing and old habits die hard. It’s planning to have a really strong commitment plus some discipline to create the brand new habits, but when they’re established, it will be simple and easy , natural.
Step One: Create two new folders named “*URGENT” and “*NOT URGENT”. Place the “*” at first in the folder name to ensure that it will sort to the top of the set of folders. You could also us an underscore “_” or some other character for this specific purpose.
Step Two: Create folders to save emails that you might need later. If you currently have these folders, you will need to create some new ones, or rename and reorganize the ones you might have so they make more sense.
Step 3: Figure out how to use the filter system in how to rename email and set up up as many filters as possible for messages which you don’t need to see immediately when they arrive. For example, should you be on any email discussion lists, that 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 are going to 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 set up. Everyone receives plenty 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 very quickly, even if it provides countless messages inside it. Have your messages sorted from newest to oldest and process the newest ones first. In this way, when there is a discussion involving several messages, you won’t reply to an older message, simply to later find that your response had not been relevant to the current stage of the discussion. Process your messages in 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 existing method of doing things. Trust me, you will be a lot more efficient should you just go through them inside the order these are sitting there within 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 quickly and efficiently into folders for working with later. In a second stage you will be actually addressing the key messages.
Don’t open any messages that you simply don’t must to be able to decide what to do with them. Try to decide based on the Sender and also the Subject. If you need to open the message then scan it as quickly as possible in order to make the choice on how to deal with it. I’m not crazy about those “preview windows” since they offer a temptation to read emails that you’re not actually ready to handle yet. You may want to try turning your preview window off, even though this is not a critical part of my system.
Listed below are the 4 alternatives for what to do with each message. You may want to post these close to your pc while you’re learning the device and establishing new habits.
Delete It: The delete key should become your new closest friend. Take joy in each message that you delete because it’s simply not important enough to get your attention. Think of all the time you’re freeing up for other stuff. Delete, delete, delete. Your goal ought to be to delete as many as possible.
File It: If you think you might never have to read it or do just about anything with it, but you might need it later for reasons unknown, then save it in one of your folders. However, don’t put it inside your *URGENT or *NOT URGENT folders – these have a different purpose. You are going to occasionally want to make a whole new folder to save your messages inside an organized fashion.
Less Than 2 Minutes – Practice It: When it is something you need to read, or something you would like to read reply to, or something you would like to forward, and you can do it in under 2-minutes, then do it properly then. Then either delete or file the message immediately to have it from your in-box. If it’s going to take greater than 2 minutes, DON’T Get It Done, instead carry out the following:
URGENT or otherwise not URGENT Boxes: When the messages needs reading, replying, or forwarding, and also you estimate that it should take a lot more than 2-minutes, move it to either your URGENT box or perhaps your NOT URGENT box. The URGENT box ought to be for messages that require action inside the next 24-two days as well as the NOT URGENT box is perfect for the remainder. Both of these boxes are for important messages only! If something is not important, perhaps you shouldn’t be wasting your time onto it. Perhaps it ought to be deleted or saved in your folders (besides the URGENT and never URGENT boxes) in the event you want it later. However, in the event you have a hard time breaking your practice of addressing unimportant messages, then you might like to produce a third mail box called “*NOT IMPORTANT”.
Step 6: Make use of the above system to process your in-box to empty once or twice daily. It will be easier should you stay along with it daily. You must be able to do it in less than 15 minutes each day if you’re really after the system and never getting caught within the temptation to answer messages that take greater than 2 minutes. Should you fall behind, that will happen every once in awhile, don’t panic or drop the program all together, instead, make use of the system to obtain swept up. You should be able to process an extremely supported in-box with countless messages very quickly. You will definately get faster when you practice by using this new method.
Step 7: Schedule one or two times per day to go through your URGENT and never URGENT boxes and study, reply to, and forward messages. Try to get these boxes to empty. Do the URGENT box first, then move onto the NOT URGENT box. On days which you have almost no time, don’t bother with all the NOT URGENT box. If these boxes begin to get supported, plan a more substantial period of time to process them and obtain caught up.
Step 8: Learn how to choose powerfully. This technique doesn’t leave room so that you can be indecisive – especially when you find yourself processing your in-box. In the past, whenever you weren’t absolutely clear on how to handle a note, you most likely just left it in your in-box. You’ll must break that habit. Whenever you process your in-box as well as your URGENT and NOT URGENT boxes, allow it to be your primary goal to pick powerfully how to deal with each message – just decide, take action and don’t spend your time.
Step 9: Break reactive habits. In the interest of being more proactive and much less reactive in your own life, I would recommend which you turn off any “you’ve got mail” type reminders. Throughout the day, when you go to your email program so that you can compose information 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 the purpose. Doing all of your email in blocks of scheduled time will assist you to process your email more effectively and intelligently, and it will help you to remain focused on all the other important tasks you’re concentrating on without getting distracted by your email on a regular basis. You might like to make some exceptions. For example, if someone emails you about an appointment later that day, you may want to read that email straight away to figure out if any action is needed prior to the appointment. However, make these sorts of “read straight away” emails the rare exception and never the standard.
Step 10: Keep your system. About once each month, make the effort to unsubscribe from your lists which are sending you mail that isn’t worth your attention any more. Create any filters that might be helpful. Go through and delete any saved mail folders that aren’t relevant any longer. Go through your NOT URGENT box if it really has been supported for a while and process it to empty. Examine your computer and take into consideration how it may be improved, etc.
Bonus Step: Now, take on a regular basis you’re saving and make a move meaningful by using it! Spend it on the 20% in the actions that are going to get 80% in the results. Should you don’t know what I’m referring to, read my newsletter on the 80/20 rule
If you appreciate my email system, you will likely love the book, “Getting Things Done, The ability of Relaxed Productivity” by David Allen. I actually have the majority of my clients read through this book.