How many times have you checked your e-mail today? Do you look at each new message as soon as you see the notification, even if you suspect it’s nothing important? If you’re like most workers, you’ve probably checked your inbox dozens of times already.
How much time do you think you lose every day to checking your mail, re-reading messages, or looking for misplaced messages? That time could be better spent doing other things if you commit to developing a few new habits.
1. Set aside a time for e-mail
Set aside some time each day for e-mail. This might be twice a day if your e-mail isn’t terribly time-sensitive, or once an hour if you need to read and respond to what comes in quickly. The point is that you have time set aside for your inbox, which allows you to ignore it and get other work done during your non-inbox times. It may be hard to break the habit of reading your messages as soon as they come, but doing so will dramatically increase your productivity.
2. Disable E-mail Notifications
Although the notices that pop up and notify you of new e-mail can be handy, they can also be terrible distractions. If you can’t resist reading that new message, disable your e-mail notifications. If you still can’t resist checking your mail, keep your mail program closed until your designated inbox time comes around again.
3. Use folders to Organize
You’ll need three folders to begin: “To Do,” “To Read” and “Keep”
Over time, you’ll develop your own system. You may want a separate folder for a particular client or department. You might want to store all project related emails in a certain folder. However, resist the urge to create dozens of folders right away. As you get used to your system, the best way of storing e-mail will develop over time.
The “To Do” folder is self-explanatory. Here you’ll keep e-mails that relate to something you need to do, such as client requests, notes from your supervisor, etc. When you’ve completed the task, you should either delete them or move them to the “Keep” folder.
Occasionally you’ll be sent material that doesn’t require any action on your part except reading. These belong in your “To Read” folder, but only if they take more than a few minutes. Again, if you can do it quickly without too much distraction, it’s best to handle the message and delete it. Only longer readings belong in this folder. Having all your reading material in one place also allows you to make good use of slow times during your day.
The “Keep” folder should be used sparingly, but there are messages that you’ll want to keep for a longer period of time. Store them here. Resist the urge to dump every read e-mail in this folder, however. Ask yourself first if you’d really miss this message if it were deleted. If not, delete it instead.
4. Empty the Inbox
Leaving dozens (or hundreds!) of messages in your inbox is a distraction, and it prevents you from finding what you really need. This may seem over-simplified, but you’d be surprised at how many people keep every message, even if they never needed it in the first place.
If the e-mail requires some action on your part, then evaluate if you want to do it now or later. In general, if it’s something short like a reply or marking a date on your calendar, then it’s better to do it now and delete the message. If the e-mail requires more than a few minutes of your attention, put it aside in your “To Do” folder so you can take care of it when it won’t distract you from your current task.
This is also a good time to add the task and deadline, if any, to whatever time management system you use. If nothing else, a daily check of your “To Do” folder is a good way to remind yourself of requests.
5. Deal with old messages
Even after you begin dealing with your current messages, you may have hundreds or even thousands of emails backlogged. You’ve read some of them but not all. A few have information you need to keep, but most can be deleted, but how to tell which is which? How can you deal with this mess?
Move all your old messages into a separate folder. As you have time, work through the messages a few at a time. Try alternating the way the messages are sorted (by date, sender, subject, etc.) This should help you pick out messages that can be deleted. For the few you need to keep, move them to your “Keep” folder.
Maintain the system
To summarize, check your inbox only at your scheduled times and empty it each time. Keep only the messages you really need to keep, and deal with each message only once if possible. If you can build these good e-mail habits, then you’ll not only eliminate the distraction of continually checking your mail, you’ll also find that the messages you have are easier to locate when needed. You’ll also find that an empty inbox has much the same effect on you as a clean desk; you’ll feel more energized and less overwhelmed by your daily work.