What if I could show you a method to shave 15 minutes per day off of the time you spend on your email? Would this make a difference in your life? Helping you save a quarter-hour per day would free up more than 2,225 hours over the course of the next 25 years. That’s equivalent 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 with an extra year of labor? Would that be worth spending a quarter-hour to understand the device I produced for processing your email?
If you’re like lots of people, you might have challenges together with your email. Perhaps your in-box is usually backed up. It might be so backed up that you would be embarrassed to share with someone how many messages will be in there. Most of my clients (before they learned my system) enjoyed a backlog of countless hundred messages in their in-box. This caused these to spend time sorting through their messy in-box searching for messages which needed their attention.
Nevertheless the problem I find with my clients is because they simply spend a long time on the email. I teach my clients to get more proactive and less reactive. It will help them to be more efficient, effective, and successful within their work and private lives. Email supplies a huge temptation to get in a reactive mode. You might have majorly important, even time sensitive goals on your own plate, yet you’re still spending time far from those goals to see email messages about the most irrelevant things imaginable, and even spending time to answer those messages!
Many people, in an effort to escape the distraction brought on by their email, elect to bury their heads inside the sand by not processing their email for days, resulting in a massive backlog that leaves them overwhelmed with no hope of ever fully catching up.
One of the best reasons for my product is that it’s Very Easy. It is then easy to learn and implement. However, you almost certainly have years of bad email habits that will need changing and old habits die hard. It’s going to require a really strong commitment and some discipline to create the newest habits, but once they’re established, it will probably be simple and natural.
Step 1: Create two new folders named “*URGENT” and “*NOT URGENT”. Position the “*” in the beginning in the folder name to ensure that it will sort to the peak of the listing of folders. You could also us an underscore “_” or any other character for this function.
Step Two: Create folders for saving emails which you may need later. If you already have these folders, you may want to generate some new ones, or rename and reorganize the ones you may have therefore they make more sense.
Step 3: Learn to use the filter system in how to change email subject without creating new thread and set up up as many filters as possible for messages that you simply don’t have to see straight away when they arrive. As an example, should you be on any email discussion lists, in which you get several messages each day or each week, produce a filter that automatically sorts all of those messages into your mail folders. This way they are going to never turn up inside your in-box and they will be neatly organized into folders.
Step 4: Be sure you have a great spam filter in position. Everyone receives lots of spam today, but using a good spam filter will get rid of the greater part of it.
Step 5: Learn my system for processing your in-box. This can be used process to empty your in-box very quickly, even though it offers countless messages in it. Have your messages sorted from newest to oldest and process the most recent ones first. In this way, if there is a conversation involving several messages, you won’t reply to an older message, just to later find that your response was not relevant to the current stage in the discussion. Process your messages inside the order they have been sorted – one at a time. Don’t ggxmmq to skip around your in-box in an effort to process the more important or urgent emails first. Which had been the existing means of doing things. Believe me, you will be much more efficient should you go through them in the order they may be sitting there within your in-box (don’t skip around!). Your ultimate goal at this time 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. With a second stage you will end up actually responding to the key messages.
Don’t open any messages which you don’t have to so that you can decide how to handle them. Try to choose based on the Sender and the Subject. If you need to open the message then scan it as soon as possible in order to make your decision on what to do with it. I’m not crazy about those “preview windows” since they provide a temptation to see emails that you’re not actually ready to cope with yet. You might like to try turning your preview window off, although this is not a critical element of my system.
Listed here 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 system and establishing new habits.
Delete It: The delete key should become your new companion. Take joy in each message which you delete because it’s just not important enough to obtain your attention. Think of all time you’re freeing up for other stuff. Delete, delete, delete. Your goal should be to delete as much as possible.
File It: If you feel you may never have to read it or do anything whatsoever by using it, but you might need it later for reasons unknown, then save it in one of your folders. However, don’t use it in your *URGENT or *NOT URGENT folders – these possess a different purpose. You may occasionally need to make a new folder for saving 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 that is you would like to forward, and it can be done in under 2-minutes, then do it right then. Then either delete or file the content immediately to have it from your in-box. If it’s going to take greater than 2 minutes, DON’T Practice It, instead carry out the following:
URGENT or otherwise URGENT Boxes: When the messages needs reading, replying, or forwarding, and you estimate that it will take a lot 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 24-48 hours and also the NOT URGENT box is perfect for the rest. These two boxes are for important messages only! If something is not important, perhaps you shouldn’t be squandering your time into it. Perhaps it needs to be deleted or saved in one of your folders (apart from the URGENT and NOT URGENT boxes) in the event you want it later. However, should you have trouble breaking your habit of addressing unimportant messages, then you may want to develop a third mail box called “*NOT IMPORTANT”.
Step 6: Use the above system to process your in-box to empty once or twice per day. It will be easier should you stay along with it daily. You must be able to practice it in under fifteen minutes each day if you’re really following the system and not getting caught in the temptation to answer messages that take a lot more than 2 minutes. If you fall behind, that will happen every now and then, don’t panic or drop the device together, instead, use the system to get swept up. You must be able to process an extremely supported in-box with countless messages rapidly. You will definitely get faster when you practice applying this new method.
Step 7: Schedule one or two times per day to undergo your URGENT and never URGENT boxes and read, reply to, and forward messages. Aim to get these boxes to empty. Perform the URGENT box first, then begin the NOT URGENT box. On days that you have almost no time, don’t bother with the NOT URGENT box. If these boxes start to get supported, plan a more substantial amount of time to process them and get swept up.
Step 8: Learn to choose powerfully. This technique doesn’t leave room that you should be indecisive – especially if you are processing your in-box. Previously, whenever you weren’t certain of how to deal with a note, you almost certainly just left it in your in-box. You’ll have to break that habit. Once you process your in-box and your URGENT rather than URGENT boxes, make it your primary goal to select powerfully what to do with each message – just decide, act and don’t spend your time.
Step 9: Break reactive habits. For the sake of being more proactive and fewer reactive in your own life, I suggest that you simply turn off any “you’ve got mail” type reminders. In the daytime, when you go to your email program in order to compose a note to someone, resist the temptation to see your email while you’re at it. Instead, process your mail in the times you may have scheduled for the purpose. Doing your email in blocks of scheduled time will help you to process your email more efficiently and intelligently, plus it will help you to remain focused on all the other important tasks you’re working on without getting distracted from your email frequently. You might want to make some exceptions. For example, if someone emails you about an appointment later that day, you might like to read that email right away to figure out if any action is required before the appointment. However, make these sorts of “read right away” emails the rare exception rather than the norm.
Step 10: Sustain your system. About once each month, make 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 would be helpful. Go through and delete any saved mail folders that aren’t relevant any longer. Proceed through your NOT URGENT box if it really has been supported for a while and process it to empty. Examine your computer and consider how it can be improved, etc.
Bonus Step: Now, take constantly you’re saving and make a move meaningful along with it! Spend it on the 20% in the actions which will get 80% of the results. If you don’t know what I’m speaking about, read my newsletter on the 80/20 rule
If you want my email system, you will probably love the publication, “Getting Things Done, The ability of Relaxed Productivity” by David Allen. I have almost all of my clients read through this book.