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 really make a difference in your life? Helping you save 15 minutes daily would free up more than 2,225 hours over the course of the next twenty five 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 a lot of people work in a whole year!
What would you accomplish with an extra year of employment? Would that be worth spending fifteen minutes to learn the program I developed for processing your email?
If you’re like many people, you have challenges with your email. Perhaps your in-box is definitely backed up. It may be so backed up that you will be embarrassed to inform someone exactly how many messages are in there. A lot of my clients (before they learned my system) enjoyed a backlog of various hundred messages within 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 that they simply spend a long time on the email. I teach my clients to get more proactive and less reactive. This helps those to be a little more efficient, effective, and successful within their work and private lives. Email provides a huge temptation to be in a reactive mode. You may have majorly important, even time sensitive goals on your own plate, yet you’re still spending time from those goals to see email messages about the most irrelevant things imaginable, and often taking time to answer those messages!
Many individuals, so as to escape the distraction due to their email, choose to bury their heads within the sand by not processing their email for days, resulting in an enormous backlog that leaves them overwhelmed with no hope of ever fully catching up.
Among the best aspects of my product is that it’s Quite Simple. This will make it 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 have a really strong commitment plus some discipline to produce the new habits, but when they’re established, it will likely be easy and natural.
Step One: Create two new folders named “*URGENT” and “*NOT URGENT”. Place the “*” at first in the folder name so it will sort to the peak of the list of folders. You might also us an underscore “_” or some other character for this specific purpose.
Step 2: Create folders for saving emails which you might need later. If you have these folders, you will need to produce new ones, or rename and reorganize the ones you may have so they make more sense.
Step 3: Figure out how to make use of the filter system in how to change email subjects and set up up as many filters as possible for messages that you don’t need to see immediately once they arrive. As an example, if you are on any email discussion lists, where you get several messages daily or each week, create a filter that automatically sorts all of those messages into your mail folders. This way they will never appear in your in-box and they will be neatly organized into folders.
Step 4: Ensure you have a good spam filter in place. Everyone receives a lot of spam nowadays, but using a good spam filter will get rid of the most 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 within it. Have your messages sorted from newest to oldest and process the latest ones first. In this way, if you have a discussion involving several messages, you won’t react to an older message, simply to later find that your response had not been relevant to the current stage from the discussion. Process your messages in the order they are sorted – one-by-one. Don’t ggxmmq to skip around your in-box in an attempt to process the more important or urgent emails first. Which had been the existing way of doing things. Believe me, you may be a lot more efficient if you just go through them within the order these are sitting there inside your in-box (don’t skip around!). Your primary goal at this point of processing your in-box is to obtain it to empty and to sort your messages efficiently and quickly into folders for working with later. With a second stage you will be actually addressing the key messages.
Don’t open any messages that you simply don’t must to be able to decide how to handle them. Attempt to decide based on the Sender and also the Subject. When you have to open the content then scan it as quickly as possible to help make the decision on what to do with it. I’m not excited about those “preview windows” since they offer a temptation to read emails that you’re not actually ready to deal with yet. You might like to try turning your preview window off, even though this is not a critical part of my system.
Listed here are the four options for what to do with each message. You might want to post these next to your pc while you’re learning the device and establishing new habits.
Delete It: The delete key should become your brand-new best friend. Take joy in each message that you delete because it’s not important enough to obtain your attention. Think of all of the time you’re freeing up for other activities. Delete, delete, delete. Your primary goal must be to delete as much as possible.
File It: If you believe you may never need to read it or do anything with it, but you will need it later for reasons unknown, then save it in one of your folders. However, don’t put it in your *URGENT or *NOT URGENT folders – these use a different purpose. You will occasionally have to make a brand new folder to save your messages inside an organized fashion.
Lower Than 2 Minutes – Practice It: Should it be something you would like to read, or anything you would like to read reply to, or anything you need to forward, and you can accomplish it in under 2-minutes, then do it right then. Then either delete or file your message immediately to get it out of your in-box. If it’s likely to take more than 2 minutes, DON’T Get It Done, instead carry out the following:
URGENT or NOT URGENT Boxes: When the messages needs reading, replying, or forwarding, and you also estimate that it will take greater than 2-minutes, move it either to your URGENT box or perhaps your NOT URGENT box. The URGENT box needs to be for messages which need action in 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, maybe you shouldn’t be wasting your time into it. Perhaps it should be deleted or saved in your folders (other than the URGENT rather than URGENT boxes) in the event you need it later. However, should you have a problem breaking your practice of responding to unimportant messages, then you may want to produce a third mail box called “*NOT IMPORTANT”.
Step 6: Use the above system to process your in-box to empty a couple of times each day. It will be simpler if you stay on the top of it daily. You should be able to practice it in under a quarter-hour per day if you’re really following the system rather than getting caught within the temptation to answer messages that take greater than 2 minutes. If you get behind, that can happen from time to time, don’t panic or drop the device all together, instead, utilize the system to have caught up. You will be able to process a really supported in-box with countless messages very quickly. You will get faster when you practice applying this new method.
Step 7: Schedule one or two times daily to endure your URGENT and never URGENT boxes and browse, reply to, and forward messages. Make an effort to get these boxes to empty. Do the URGENT box first, then start the NOT URGENT box. On days that you have very little time, don’t bother with all the NOT URGENT box. If these boxes begin to get supported, plan a more substantial period of time to process them and obtain swept up.
Step 8: Figure out how to choose powerfully. This system 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 deal with information, you almost certainly just left it inside your in-box. You’ll need to break that habit. Once you process your in-box as well as your URGENT and NOT URGENT boxes, make it your ultimate goal to pick powerfully how to handle each message – just decide, do something and don’t spend your time.
Step 9: Break reactive habits. For the sake of being more proactive and fewer reactive in your life, I suggest which you shut off any “you’ve got mail” type reminders. In the daytime, when you go to your email program in order to compose information to a person, resist the temptation to read your email while you’re at it. Instead, process your mail in the times you might have scheduled for that purpose. Performing your email in blocks of scheduled time will assist you to process your email more effectively and intelligently, plus it will help you stay focused on the rest of the important tasks you’re focusing on without getting distracted by the email frequently. You might like to make some exceptions. As an example, if someone emails you about a scheduled appointment later on that day, you might like to read that email immediately to figure out if any action is required ahead of the appointment. However, make these kinds of “read immediately” emails the rare exception and never the norm.
Step 10: Maintain your system. About once each month, put in the effort to unsubscribe from your lists which are sending you mail that isn’t worth your attention any further. Create any filters that could be helpful. Go through and delete any saved mail folders that aren’t relevant any longer. Go through your NOT URGENT box if this has been supported for quite a while and process it to empty. Examine your system and think about how it may be improved, etc.
Bonus Step: Now, take on a regular basis you’re saving and take action meaningful by using it! Spend it on the 20% of the actions that are going to get 80% of the results. In the event you don’t understand what I’m speaking about, read my newsletter on the 80/20 rule
If you appreciate my email system, you will probably love the book, “Getting Things Done, The skill of Stress Free Productivity” by David Allen. I actually have almost all of my clients read this book.