How to Empty Your Email Inbox

Is it really possible to empty your inbox? The answer is…Yes!? Follow these suggestions and you’ll be pleasantly surprised how much time you’ll gain and how in control of your email you'll feel. ?

I have worked with people who say they keep all email “just in case” – they have thousands (or even tens of thousands).?

Other clients feel they want no more than what they see on a single screen.?

And, there are a few of you out there are happiest when you reach inbox ZERO, an empty inbox at the end of each day.

While there is not an exact number that will work for everybody, try to view your email inbox as just that – an IN box -- where emails arrive that need processing.?

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Set the stage for quick decision-making:?

1. Set aside time to open and process your emails.? Have a timer nearby to keep you focused.
2. Decide to decide.? Commit to making a decision on each email and see how quickly it can be done.? Delaying decisions creates havoc in your inbox.
3. Create a system for handling action items that arrive via email.? You could use a task management program built into your email system.
4. Create folders (or labels) for the major functions of your job, not for the people with whom you work. Function-based filing works best long term.

What do you do with each email? ?

Try the "Four Ds for Decision-Making" model. This valuable tool eliminates a lot of the guess work. (Source:? Microsoft)

1. Delete It
2. Do It
3. Delegate It
4. Defer It

Delete it. Good news. You can eliminate half of the email you get by asking these two questions:

• “Must I keep this?”
• “Is it available somewhere else if I need it?”

Do It.? “Can I do it in less than two minutes?"? If your answer is yes, then do it now.? This might include:

• Answering a question
• Scheduling a meeting
• Delegating it, but keep the next section in mind...

Delegate it.?If you can delegate it, do so right away, and:

• Be clear on the action you are requesting
• Specify the date by which the action needs to be completed
• Have a system for follow-up, if necessary

30% of email can be handled on the spot by doing or delegating.

Defer it.?Since some email will require action taking longer than two minutes, you can do one of three things:

1. Move them to appropriate folders to work on later
2. Add them to your task list with a completion date
3. Enter them in your calendar on the specific day you will start work

20% of email falls into this category.

The Four Ds are a sure-fire way to reduce the emails in your inbox.

The key: process each incoming email...don't just check it!