Inbox overload: managing your emails
During this time of remote working communication methods have changed and for many our email inboxes are becoming more crammed than ever. It’s an extra job on the to-do list that starts to take up more and more of our day. Have a look at our top tips below for managing your inbox, to keep track of those important emails and still maintain focus on your work tasks:
1. Dedicate time slots in the day for email management, for example, 10-15 minutes at the start, middle and end of each day. The more regularly you do this, the less daunting it will seem each time!
2. Follow the ‘Four D’ technique:
> Delete it
If the message is clearly not relevant, then delete it.
> Do it
If you can do it in two minutes, deal with it immediately, then move it to the relevant storage folder.
> Defer it
If it will take more than two minutes, deal with this message later. Leave it in your inbox and add a colour code or flag (see below) to help you keep track.
> Delegate it
Is the email better dealt with by someone else? Forward it, then file it.
3. Use flags to denote emails to action and add a deadline date. Flags with deadlines will set off a reminder and will also appear in the ‘tasks’ page of outlook.
4. Distinguish different priority levels of email in your inbox using a colour coding system,
e.g.:
Red – urgent
Amber - pending
Green - non-urgent messages
5. Auto-filter your emails by creating ‘rules’ for your messages to automatically go into different folders. This can be particularly helpful if you receive a lot of ‘information’ emails and updates!
Following these top tips will help you keep your inbox in order more easily, without it taking over your tasks! If you would like to explore our advice in more detail, our neurotalentunlocked.com eLearning modules are the perfect place to start!
Alternatively, contact us at enquiry@lexxic.com if you are interested in tailored one to one coaching, or any of our other services.
Written by Sarah Short, Psychologist at Lexxic