What if I could show you a means to shave 15 minutes per day off of the time you spend on your email? Would this really make a difference in your life? Saving you fifteen minutes per day would free up a lot more than 2,225 hours over the course of the next twenty five years. That’s equal to 285 work days (2,225 hours divided by a typical 8 hour work day = 285 days). That’s more days than a lot of people work in a whole year!
What would you accomplish with an extra year of labor? Would that be worth spending 15 minutes to learn the program I produced for processing your email?
If you’re like lots of people, you have challenges together with your email. Perhaps your in-box is definitely supported. It may be so supported that you would be embarrassed to inform someone just how many messages have been in there. Most of my clients (before they learned my system) experienced a backlog of several hundred messages inside their in-box. This caused those to spend time sorting through their messy in-box searching for messages which needed their attention.
However the main problem I find with my clients is they simply spend a lot of time on their email. I teach my clients to be more proactive and fewer reactive. This helps these to be a little more efficient, effective, and successful within their work and personal lives. Email supplies a huge temptation to get in a reactive mode. You may have majorly important, even time sensitive goals on your plate, yet you’re still spending time away from those goals to read through email messages about the most irrelevant things imaginable, and sometimes even spending time to respond to those messages!
Many people, in an effort to escape the distraction due to their email, choose to bury their heads in the sand by not processing their email for many days, ultimately causing a massive backlog that leaves them overwhelmed with no hope of ever fully catching up.
One of the better aspects of my product is that it’s VERY SIMPLE. It is then simple to learn and implement. However, you most likely have years of bad email habits which will need changing and old habits die hard. It’s planning to require a really strong commitment plus some discipline to generate the brand new habits, but when they’re established, it will be simple and natural.
Step 1: 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 very top of the set of folders. You could also us an underscore “_” or some other character for this specific purpose.
Step Two: Create folders for saving emails which you might need later. If you currently have these folders, you will need to create new ones, or rename and reorganize those you may have therefore they make more sense.
Step Three: Learn how to make use of the filter system in gmail tips and set up as many filters as is possible for messages that you don’t have to see immediately once they arrive. For instance, if you are on any email discussion lists, in which you get several messages daily or per week, create a filter that automatically sorts those messages into your mail folders. By doing this they are going to never show up in your in-box and they can be neatly organized into folders.
Step 4: Ensure you have a great spam filter in place. Everyone receives a lot of spam these days, but possessing a good spam filter will remove the majority 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 has hundreds of messages in it. Have your messages sorted from newest to oldest and process the newest ones first. By doing this, when there is a conversation involving several messages, you won’t reply to an older message, only to later discover that your response was not relevant to the current stage in 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 better important or urgent emails first. Which was the old means of doing things. Trust me, you will end up far more efficient in the event you just go through them inside the order these are sitting there inside your in-box (don’t skip around!). Your goal at this time of processing your in-box is to get it to empty and to sort your messages efficiently and quickly into folders for working with later. In a second stage you will end up actually addressing the key messages.
Don’t open any messages which you don’t need to so that you can decide how to handle them. Make an effort to make the decision based on the Sender as well as the Subject. If you have to open the content then scan it as soon as possible to help make your decision on what to do with it. I’m not crazy about those “preview windows” because they provide a temptation to see emails that you’re not actually ready to cope with yet. You may want to try turning your preview window off, although this is not really a critical element of my system.
Listed below are the four options for how to handle each message. You might like to post these alongside your computer while you’re learning the system and establishing new habits.
Delete It: The delete key should become your brand-new companion. Take joy in each message that you delete because it’s just not important enough to get your attention. Think of all the time you’re freeing up for other activities. Delete, delete, delete. Your goal must be to delete as much as possible.
File It: If you believe you may never must read it or do just about anything by using it, but you might need it later for some reason, then save it in one of your folders. However, don’t use it inside your *URGENT or *NOT URGENT folders – these possess a different purpose. You will occasionally want to make a brand new folder for saving your messages in an organized fashion.
Less Than 2 Minutes – Practice It: Should it be something you would like to read, or something that is you want to read reply to, or anything you want to forward, and you can accomplish it in just 2-minutes, then do it right then. Then either delete or file your message immediately to get it away from your in-box. If it’s planning to take greater than 2 minutes, DON’T DO IT, 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 maybe your NOT URGENT box. The URGENT box should be for messages which need action in the next 24-two days and also the NOT URGENT box is made for the remainder. These two boxes are for important messages only! If something is irrelevant, perhaps you shouldn’t be squandering your time on it. Perhaps it ought to be deleted or saved in your folders (apart from the URGENT rather than URGENT boxes) just in case you require it later. However, should you have trouble breaking your habit of answering unimportant messages, then you may want to create 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 each day. It will be easier should you stay on top of it daily. You should be able to practice it in less than 15 minutes daily if you’re really after the system and not getting caught in the temptation to answer messages that take more than 2 minutes. In the event you fall behind, which will happen from time to time, don’t panic or drop the program together, instead, utilize the system to have caught up. You will be able to process a really supported in-box with hundreds of messages very quickly. You will definitely get faster when you practice by using this new method.
Step 7: Schedule a couple of times per day to go through your URGENT and never URGENT boxes and browse, reply to, and forward messages. Aim to get these boxes to empty. Carry out the URGENT box first, then begin 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 backed up, plan a more substantial length of time to process them and obtain caught up.
Step 8: Learn how to choose powerfully. This technique doesn’t leave room that you should be indecisive – especially if you are processing your in-box. In the past, when you weren’t sure of how to handle information, you most likely just left it in your in-box. You’ll have to break that habit. When you process your in-box as well as your URGENT and NOT URGENT boxes, ensure it is your primary goal to pick powerfully what to do with each message – just decide, act and don’t spend your time.
Step 9: Break reactive habits. In the interests of being more proactive and much less reactive in your lifetime, I would recommend that you turn off any “you’ve got mail” type reminders. In the daytime, when you visit your email program so that you can compose information to someone, resist the temptation to read your email while you’re at it. Instead, process your mail in 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 efficiently and intelligently, plus it will help you stay focused on all of those other important tasks you’re concentrating on without getting distracted by the email frequently. You might want to develop exceptions. As an example, if a person emails you about an appointment later on that day, you might like to read that email immediately to find out if any action is needed ahead of the appointment. However, make these kinds 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 the lists which can be sending you mail that isn’t worth your attention any further. Create any filters that would be helpful. Proceed through and delete any saved mail folders that aren’t relevant any further. Proceed through your NOT URGENT box if it has been backed up for some time and process it to empty. Examine your body and take into consideration how it may be improved, etc.
Bonus Step: Now, take all the time you’re saving and do something meaningful by using it! Spend it on the 20% from the actions that will get 80% of the results. Should you don’t really know what I’m referring to, read my newsletter on the 80/20 rule
If you like my email system, you will likely love the book, “Getting Things Done, The Art of Stress Free Productivity” by David Allen. I have most of my clients read this book.