October 3, 2024
For many of us, our inbox dictates our day. But emails are so ubiquitous that it can be very difficult to sift through and prioritize the volume we receive daily. Email programs aren’t designed to serve as To Do lists. But with a little set up and consistency, you can reduce clutter, save time and make your inbox work for you, instead of the current system where your inbox runs the show.
1. Use Folders and Labels
It’s an obvious first step but you should organize your emails by categorizing them into folders or applying labels. With any organizational system, consistency is key. And no, not doing anything is not a system, no matter how consistent it is.
2. Implement a System
A common system is to create folders titled: Action, Waiting and Reference, and sort incoming emails accordingly. Action for items that require your response or tasks, Waiting for when you’re waiting on something (duh) and Reference for important information you might need later. It’s essential that the system is simple enough that executing feels easy. If not, it will go the way of Bullet Journaling.
3. Set Up Filters and Rules
Automate inbox management by setting up filters or rules to automatically sort incoming emails. You can create rules to sort emails from specific senders or that use certain keywords directly into designated folders, reducing clutter and saving time. And you can use that spare time to try to give Bullet Journaling a third and final try.
4. Cut the Fat
Unsubscribe from newsletters (not the IBAO Update, obviously), promotions or notifications you no longer read or need. This will help reduce the number of emails you receive and keep your inbox focused on important messages, like our IBAO Update.
5. Dedicate Email Time
Set aside specific time blocks during the day dedicated to processing and managing your inbox. This could be the first 15 minutes after every break you take throughout the day. During these sessions, aim to follow your chosen system to handle as many emails as possible, which ensures nothing goes too long without being addressed. It can be incredibly satisfying to take care of so many items back-to-back. It’s the closest email management will ever feel to visiting the batting cages.
6. Use the Two-Minute Rule
If an email can be handled in two minutes or less, take care of it immediately. In your inbox, minor and major tasks take up the same amount of space, even though they require very different amounts of effort. This simple rule helps prevent minor tasks from piling up and obscuring bigger items. But if you feel like you want to keep those bigger items obscured—man, we get it.