Tag: one touch

Productivity & Time Management

Is managing your email inbox driving you crazy?

You can manage your emails inbox effectively, use 5S.
Manage your emails effectively

How do you manage your email inbox? Do you know that the average office worker spends 13 hours per week on emails alone? A typical business professional sends and receives 122 emails daily. With those numbers, there is no doubt why you feel like managing your inbox is all you do.

How to manage your email inbox

To avoid going crazy about your emails, apply housekeeping and organization to your inbox.

Like every time you want to use 5S, start sorting out the messages you don’t need. Browse your email on the lookout for promotions and subscriptions. Sometimes you subscribe to a digital newsletter or give away your email address to obtain some information. You are not interested in keeping the subscription anymore but never unsubscribe from it. Go ahead and unsubscribe now, do not touch that email more than once! Do the same thing with promotions that you don’t want to receive anymore. Identify spam emails and put them in the spam folder immediately.

Set in order and clean your inbox

While you browse for emails, make a list of those that you receive periodically and need to keep. Think about customers, suppliers, invoices, and your team. To set in the order, you have to prioritize and categorize your messages. Create categories like my team, finances, insurance, customers, and suppliers. You do not have to go through all your emails, but make sure you include your most frequent contacts.

To shine or clean your inbox, archive or delete emails as you go. Make a routine to read your emails during certain times of the day. Reading emails every five minutes is a productivity killer. For example, I read emails in the morning as part of my routine to create or revise my agenda. Later, before lunchtime, I check again and then before going home. Be open about your process, ensure that your key people know it. This way, if they need your attention, they will text or call.

Standardize how you manage your email inbox

Now is time to standardize your email inbox. Use the contact list you build to create and assign categories to your contacts. With Outlook and Gmail, you can create color-coded categories or filters based on certain criteria. Also, you can assign priorities. For example, invoices have high priority, but digital newspapers are a low priority. Change your email settings, so incoming emails go straight to the appropriate folder or have the right label.

To ensure your inbox is under control, create rules to sustain the tidy state. Daily, as you check your emails, decide what you need to do with the information received. Create tasks or events using the message and then archive or delete. Establish a frequency to revise your emails looking for contacts that need to be categorized or are not relevant anymore. 

Your email inbox does not have to drive you crazy. Stop the insanity and 5S your inbox!

Productivity & Time Management

One-touch rule

My number one trick to keep myself organized is what I call the one-touch rule. Procrastinating is not something that I do. There is no point in pushing back the completion of something that you will have to do anyway. Dealing with emails or regular mail is one of those things.

I know people that have thousands of emails on their accounts. Most of them are spam or promotions. The problem is that they either ignore or go over them many times. I use the one-touch to manage my emails.

Get used to open each email only once. You read it and decide what to do, archive it or delete it. Sometimes you need to take action with the information delivered. If that is the case, you can set that email as a task or appointment. Do not forget to include a due day for all your tasks.

With the regular mail is the same concept. Every day or whenever you go to the post office, you sort your letters. You categorize the mail into pay, archive, read, or trash. Prepare an area with a couple of bins as needed. I have the shredding machine in the same area, so promotions or any document with personal information goes immediately into it. Create the habit to take at least 30 minutes every week to go over those things in the pay and read category. Unless it is a magazine, you should be able to read or pay and either archive or trash within that time.

Think about it, this is common-sense. It is just a simple way to keep yourself organized.