There was a time when it was exciting to receive a new email. Yay, someone is thinking of me and cares enough to write to me! Those days sure are gone. For most people, at least in their work world, email is the cause of much frustration and inefficiency. Fear not, readers – here are some ideas to help you win the battle against email overload:
Be purposeful. Don’t fall victim to the “skim and delay” technique. You know, that process where you open an email, read it, and then tell yourself you’ll deal with it later while you eagerly move on to the next email to see if it’s more interesting. Next thing you know, you have an inbox full of read but unprocessed emails that you rarely (or never) get back to. As you open each email, do what productivity guru David Allen suggests and answer the question, “What’s the next action?” Then, do something purposeful to move the email along on its journey – respond, delete, mark it for future action, file it for reference, or forward it to someone else.
Get off mailing lists. Are you on mailing lists that are no longer relevant for you? Take the time to either unsubscribe, or set up a rule to move those emails directly to your deleted folder (of course I hope you won’t do either with my newsletter, but I understand if it’s the best decision for you).
Send fewer emails. Keep in mind that every email you send will likely result in a corresponding reply. Think about whether a phone call or other form of communication might be more efficient in some situations. Even short emails like “Thanks” take time to read, so indicate when you don’t expect a reply by including “No Reply Needed” at the bottom of your message.
Send thorough emails. As Mark Twain’s quote, “I didn’t have time to write a short letter, so I wrote a long one instead” humorously points out, taking the time to write a brief but comprehensive communication takes time. However, investing time to tell people your message clearly and concisely will save time in the long run. Your recipient will know exactly what you want from them, so a volley of back-and- forth messages is less likely. You can even be on the lookout for opportunities to make the subject line the entire email.
I’d love to hear what techniques you use to outfox your inbox.
Wishing you simplicity, harmony and freedom,