September 17, 2010
by Brian Haag
We all have an “inbox” that consumes and demands our time and attention. Whether it’s e-mail, regular mail, voicemail, conversations, etc., they all want our attention NOW. I live in e-mail like most of us do and generally receive about 50-60 e-mails a day.
To efficiently manage this I have developed my own little system based on ideas from David Allen’s GTD, Lifehacker’s Trusted Trio, and Michael Hyatt.
When I read my e-mail I try to deal with each message only once. There are 5 basic actions I can take:
1. DO it.
If the task in the message will take less than two minutes, then I do it right away. It takes about that much time to add it to my to-do list, so I just do it, and it keeps my to-do list shorter.
If I can’t do the task in two minute or less, I add it drag it to my “Action” folder. This represents my to-do items, and I review it frequently when I am in a position to work on things.
2. DELEGATE it.
I may not be the best person to do the task so I delegate it to someone else. But you must have a system to follow up with that person; don’t ever assume once you send an e-mail to someone it is done.
Whenever I delegate or assign a task to someone I “BCC” myself. Then, I have created a rule in Outlook that automatically moves the message to my “Follow Up” folder and marks the message as read. I periodically review this folder to see if I need to follow up on something. When I get a response that the task is complete, I simply delete the message from the “Follow Up” folder.
3. DEFER it.
Some tasks can’t be done right now but must be scheduled out at a certain time. For these I also move to my “Action” folder, and I might also add it to my to-do list with a specific date if necessary.
4. FILE it.
If I think I might want the message later for any reason, I file it. If there is any question, I keep it. I simply move it to my “Archive” folder. The key is to have a simple filing system. One single folder is best. I didn’t start out this way, and I am slowly working myself into one folder. With the search function in Outlook, you can very quickly and easily search for any message.
If I think I might need to retrieve it in the next week or so, I will move the message to my “Hold” folder. I use it as a temporary holding bin. There is no action required, but I might need it. Later I will probably file it in my “Archive” folder.
5. DELETE it.
If I am sure I won’t need it again, then I delete. If I’m unsure, then I file it.
Other tips:
- Empty Your Inbox: I can’t stand to walk by people’s desks and see their inboxes full of messages. Some have never deleted any message. They might have hundreds of them. How can they function?! David Allen says those messages “consume psychic energy.” It sounds weird, but for me it is true. When my inbox has 10-20 messages that I haven’t dealt with yet, I feel a little consumed. If it sounds good, set up your inbox with the folders as I have suggested and create the “follow up” rule, and you will be on your way to a clean inbox.
- Keep It Empty: The key is to keep it empty every day. That is my goal to go home with zero messages in my inbox. Now that doesn’t always happen, but when it does, it feels good.
- The Catch: Now, just because I have all of my messages filed in Action, Follow Up, or Hold doesn’t mean I’m free and clear. I must periodically revisit those folders and complete the tasks. In Outlook I change the settings of each folder to show the total number of messages, not just the number of unread messages. That way I can see at a glance how many items are in any given folder.

A recap of my folder explanation:
- Action – things that I have to do, and will want to reply to when finished.
- Follow Up – things that I have delegated and need to follow up in some way.
- Hold – messages that I might want to look at in the near future. No action required.
- Archive – messages that I want to keep and no further action is required.
So what do you think? Can my e-mail management methods help you in any way? Or share: What do you do to manage your inbox?





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