Tag Archive: inbox

Tip # 3  is a suggestion that helps you organize email.  Create email sub folders within your email account to sort your emails by category. Label the sub folders with categories that will make it easy for you to distinguish.   For example, use different subjects, projects, client or coworker names  for naming your email sub folders. This makes it easy to choose a category of email to check at a particular time.

To add to my first email tip of not checking email first thing in the morning, have a plan when it comes to checking email.  For most of us checking email once a day isn’t productive.  As I mentioned in my previous post, check email 1.5-2 hours into your day and additionally, choose one to two other times during the day to check and reply to email, and turn off your email notifications.  Set a reminder and stay on schedule.   This will ensure that you’re responding to requests in a timely manner and being productive as well.

Today we’re all wearing multiple hats and there’s so much to do, including answering an overload of email.  It may seem at times that your inbox is out of control and has a life of its own.  Believe it or not, you can get a handle on it and manage it effectively.

An overloaded inbox is a form of electronic clutter.  One thing I always tell people is to not check email first thing in the morning.  It’s one of the worst things you can do when it comes to being productive.   Instead, check your email 1.5-2 hours after you start your day.  This gives you time to tackle one of your top priority tasks instead, which will have you off to a great start and on your way to a productive day.

As I mentioned in the initial post, clutter shows up in the form of email, another productivity killer. We all know how it is when you are checking email.  Just one email can take you quite a bit of time if you’re not careful.  You open an email that makes a request of you and before you know it, you’re off doing something totally different and you’ve wasted 30 minutes.

To stop email from killing your time, stop checking it as soon as you get to your desk or office.  Instead, focus on one of your top priorities of the day and check your email 1.5-2 hours into your day and set an addition time during the day to check your email and stick to the time that you’ve set to check and reply to email.  Once you set those times, turn off the email notification.

Additionally, to keep your email inbox from getting cluttered, remove yourself from lists that you subscribe to if you’re not reading the emails or if there’s no value in them for you.  When you do check email, look for emails that will be easy to answer, do so and get them out of the way.  Be sure to look for things that are related to a particular project or client that may be time sensitive.  Finally, use the filters in your email to help sort through incoming email.  For example, if you have a particular thing that you’re working on and will have related email, create a folder for email specific to that project and a filter to send those emails into that folder.  This way, they’re sorted and organized.  This will help you streamline things for you.

When there’s no clear plan for maximizing productivity, so many things can snatch away your precious time.  Over the course of the next couple of weeks, I’m going to share info with you on those productivity killers.  Each of these will kill your productivity if you let it.  No matter how much any of them may be present in your environment, there are solutions to conquering these productivity killers.

Clutter is a big culprit when it comes to both home and office spaces.  It shows up in the form of paper, email and things to do.  Paper is the#1 culprit in homes and offices and it’s necessary to keep it under control.

Keep a handle on what comes into your inbox every day.  There are three stages for the paper you see every day: it comes in, you’re working on it, or it’s going out.  Go through your incoming items every day and determine what needs to happen to each thing.  Here, the 3 Ds apply: Discard, Delegate, Do it Now.  Discard it if it’s irrelevant , if you don’t need it any longer or if you can get it again.  Throwing away something that you don’t need is one of the bets things that you can do.  It’s a small step, but keeps the clutter away.  If you come across something that someone else can do, then delegate it, but be sure you give it to the right person with clear instruction and a completion date.  If you decide that it’s something that you need to do, then place it on your to-do list or into your calendar if it’s going to take longer than 15 minutes to complete.  Be sure to prioritize what you add to your list and be sure to schedule enough time to do each.

Paper can take over in just a short time and have you confused as to which way to go and what to do next.  this, needless to say, is not productive at all.  If you keep the paper under control, you can keep control over your inbox, how you’re spending your time and you’ll be more productive.

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