9 Keys to Managing Your Inbox

My Breakthrough

1. Don’t start your day with emails. I look at my inbox only after I’ve accomplished meaningful work. Benefit: Because my brain is in a flow state when I look at emails, I am efficient in working through emails quickly.  
2. Open each email one time only. I open 90% of my emails only once and act on them immediately. To do this, I sort my inbox so the most recent emails are on the top. After I’ve worked for a good hour in the morning, I set a five-minute timer and open the most recent email and respond quickly if it takes less than 30 seconds. If it takes longer I leave it for the “end of day” email session. I continue to the next email. I usually get through 10-20 emails this way since many are fyi-only emails. I’ll scan the next 10-15 emails to see if there is anything time-sensitive. I do this again mid-day. I set my email preferences so I can see the first few lines without opening an email. Benefit: This will increase your productivity by 10-20%.
3. Go big at the end of the day. I have a 60-minute block in my calendar for emails at the end of every weekday. This is when I attack emails from oldest to most recent. This is for those emails that require more than 30 seconds of attention. If I need an email for further reference after acting on it, I will file it in a folder. Otherwise it is deleted. Benefit: Because I save the longer emails for the end of the day, I know I have a limited time to take care of as many emails as possible.
4. Don’t buy into the zero inbox philosophy. This makes your inbox your master. Sorry Steve B and Shirin T. Benefit: You determine your priorities each day rather than responding to the priorities of others.
5. Move stalled emails into a “Stalled” Folder. This is for emails that are not time sensitive and still require closure. This may be something I want to check on in a few weeks or something requiring my time but can wait. I check this folder at the end of the day several times a week to see if I can act on any of the emails. Benefit: I no longer have stress because I don’t see these older emails in my inbox.
6. Train your colleagues and partners to text you if something is urgent. People that work with me know that if they need a response within several business days they should text me to notify me that there is a key email awaiting my attention. Benefit: People adjust and learn to give you reasonable response times.
7. Don’t look at your emails in the evenings or on weekends. This tells people you are not always “email-available.” People learn your patterns and will not expect responses from you in off-hours. Benefit: You create separation in your personal and professional life.
8. Use voice to text. I have used Apple’s voice-to-text (hit “fn” key twice) ever since Dragon Dictate stopped working on Macs. I recommend Dragon Dictate for PC users. Willow Voice is another paid solution. Benefit: You speak 50-100% faster than typing.
9. Unsubscribe. I subscribe to a variety of emails to stay informed as well as learn new skills. If after 6-8 emails I have not benefited or learned enough about an organization or product, I unsubscribe (with an affirmation if possible). Benefit: You curate your inbox with content that matters and don’t waste valuable seconds on irrelevant emails.