Productivity Challenge | Clearing the Email Inbox (6)

Let's work on improving email productivity. We will start taking control of the inbox in the next three days pursue the following principles: 

• Zero out the inbox with a simple archiving process 
• Cancel unnecessary subscriptions  
• Automate y grouping of emails for batch process
• Optimize the email processing procedure for efficiency  

Let's dive in. 

Day 1: Create Simple Email Archiving Structure (30min)
The number one tip to keep inbox zero is to create a simple email archiving strategy. We only need six folders:

• An Inbox
• A Send box
• A Flagged folder (smart search folder in Inbox and Sent box )
• A Template folder
• A Saved folder
• The Archive folder

The Inbox, Send box, and Flagged folder are easy to understand. Let's explain the Template, Archive, and Save folder in detail and how we use them: 

• The Template folder holds the frequently used email templates. For example, you need a meeting minute template as a project manager. The Save folder saves important emails from referencing later. They are usually emails containing valuable information. The setup allows you to make easy decisions (or avoid decision fatigue) and easily clean up your inbox at least every quarter. ​​You want to add the current quarter's archive folder to your favorites for easy access. 
• Create one Archive Folder. Within the Archive Folder, you may create subfolders to group emails based on Year and Quarter. You would not break down the grouping less than every three months. Otherwise, it will be a burden for archiving. Our goal is to archive quickly with less effort. The root folder of each folder will be all emails received during that time. We can add a sent folder in each folder to keep the email sent out during the same period. If you don't want to track older emails, you can create "XXXX (Year) and Before" to keep all old emails. Now, move all your emailing inboxes to these archiving folders. Depending on your email volume, you may change the older to be yearly or monthly. 
• Create a Saved folder where we often save the email we will be looking for. These are the email that has valuable information such as instructions or announcements. Scan through archived emails and add your sewed emails. 

That's it. It takes some time to complete this cleanup. After this, we have a zero inbox and send box. 

Day 2: Unsubscribe, apply rules, and batch processing
it can be frustrating when there are too many emails daily. Next, let's review our email subscriptions and unsubscribe those we no longer need. Then, we apply rules to group subscriptions using server-side rules for batch processing. Now, batch processing the current Archive folder to delete those emails that no longer need to be read later. Do you feel less burden after this?

Day 3: Manage the email inflow 
Now, we will do some final touches on our email processing. 

• Turn Off Email Notifications. You don't need them. In addition, set a max number of times to check your email. We suggest three times per day at the beginning of the morning and afternoon and at the end of the day. 
• Apply the 2-minute rule: if you can respond to an email in 2 minutes, do it immediately. 
• Flag your emails for batch processing: for emails that don't need immediate action, flag them with colored flags for quick cauterization so you can batch process them later.  
• Try the OHIO. ("Only Handle It Once,") method

Now that we have cleaned up your inbox, the next step is to review your email and zero the inbox every quarter. Note that you don't have to zero your inbox every day because you would like to keep them there for batch processing. 

In summary, here are some changes from this session: 

• Save email in Draft before sending 
• Set up rules to categorize subscription emails for each batch processing 
• Zero inbox regularly 
• Use a scannable email format
• Be aware of cyber attach through emails

Next Topic:  Clarify Your Message