Comments on: My strategy for dealing with email back-log http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/ Make Yourself and Your Business Happy At Work Tue, 16 Mar 2010 23:42:10 +0000 http://wordpress.org/?v=2.9.2 hourly 1 By: Help! I’m Being Eaten by a Mountain of E-mail « Work Coach http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/comment-page-1/#comment-171570 Help! I’m Being Eaten by a Mountain of E-mail « Work Coach Thu, 25 Oct 2007 16:43:04 +0000 http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/#comment-171570 [...] My Strategy for Dealing with E-Mail Back-Log [...] [...] My Strategy for Dealing with E-Mail Back-Log [...]

]]> By: Startup Signal - Today’s Top Blog Posts on Entrepreneurship - Powered by SocialRank http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/comment-page-1/#comment-161220 Startup Signal - Today’s Top Blog Posts on Entrepreneurship - Powered by SocialRank Mon, 01 Oct 2007 10:15:29 +0000 http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/#comment-161220 [...] My strategy for dealing with email back-log [...] [...] My strategy for dealing with email back-log [...]

]]> By: Anne Hodal http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/comment-page-1/#comment-144686 Anne Hodal Mon, 27 Aug 2007 12:36:23 +0000 http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/#comment-144686 Hi Alex :) I just read an article on this topic in the Danish news-paper 'Berlingske Tiedende'. A journalist has solved her problem with the loaded inbox, and recommends a very simple, but apparently very effective system, called 'The 3+3 system'. The whole point is to keep your inbox empty at anytime, and all you need to do is to add 3 folders to your mailbox, and name them: 1. Do 2. Do-Read 3. Hold-to-Do In the first one you put all the emails that you'll have to take action on as soon as you get the time (remember: never leave in the inbox - you'll loose control!) In the second one, you put all the emails that does not need any action from you except from reading. The reading can be done later - whenever you have the time, e.g. during transport. In the third folder, you put all the emails that you have answered or sent yourself, and to which you are expecting some kind of further response. Until you have received that response, these emails doesn't require any action from you, and thus they should be kept out of your mind. This folder can then be checked once or just a couple of times a week - just to follow up. You can read more about the system at www.howtomanageemails.com/ I've just started using this myself - and after only 2 days - it seems to me that the system works pretty well :) Maybe you should try this - it won't answer your emails for you, but it'll categorize them in a way that makes them less stressful to deal with! Btw: you can read the Danish article here: http://www.berlingske.dk/ms/artikel:aid=932734 Cheers! Anne Hodal Hi Alex :)

I just read an article on this topic in the Danish news-paper ‘Berlingske Tiedende’. A journalist has solved her problem with the loaded inbox, and recommends a very simple, but apparently very effective system, called ‘The 3+3 system’. The whole point is to keep your inbox empty at anytime, and all you need to do is to add 3 folders to your mailbox, and name them:
1. Do
2. Do-Read
3. Hold-to-Do

In the first one you put all the emails that you’ll have to take action on as soon as you get the time (remember: never leave in the inbox – you’ll loose control!)

In the second one, you put all the emails that does not need any action from you except from reading. The reading can be done later – whenever you have the time, e.g. during transport.

In the third folder, you put all the emails that you have answered or sent yourself, and to which you are expecting some kind of further response. Until you have received that response, these emails doesn’t require any action from you, and thus they should be kept out of your mind. This folder can then be checked once or just a couple of times a week – just to follow up.

You can read more about the system at http://www.howtomanageemails.com/

I’ve just started using this myself – and after only 2 days – it seems to me that the system works pretty well :)

Maybe you should try this – it won’t answer your emails for you, but it’ll categorize them in a way that makes them less stressful to deal with!

Btw: you can read the Danish article here: http://www.berlingske.dk/ms/artikel:aid=932734

Cheers!
Anne Hodal

]]> By: Arkadiusz http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/comment-page-1/#comment-142173 Arkadiusz Tue, 21 Aug 2007 09:16:28 +0000 http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/#comment-142173 Alexander: You are right, only I do not use to-do lists. For me to do list is like full inbox - if something is critical/important I will do it anyway and ASAP. If it was not that important why keep it on the list and stress myself that I have so many items waiting for me? :) Do you know what I mean? And if you want to stick to do lists there is another strategy - why not email your to do item to your inbox. Then you still will work on your Inbox Zero strategy, you will get things done and still be happy :) Godspeed A. Alexander: You are right, only I do not use to-do lists. For me to do list is like full inbox – if something is critical/important I will do it anyway and ASAP. If it was not that important why keep it on the list and stress myself that I have so many items waiting for me? :) Do you know what I mean?

And if you want to stick to do lists there is another strategy – why not email your to do item to your inbox. Then you still will work on your Inbox Zero strategy, you will get things done and still be happy :)

Godspeed
A.

]]> By: Howie http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/comment-page-1/#comment-141984 Howie Tue, 21 Aug 2007 01:02:56 +0000 http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/#comment-141984 It's a wonderful strategy. Whenever I face something like unanswered emails, I also use those snippets for a faster response. It's a great way of saving time. It’s a wonderful strategy.
Whenever I face something like unanswered emails, I also use those snippets for a faster response. It’s a great way of saving time.

]]> By: Sean Gilbertson http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/comment-page-1/#comment-141767 Sean Gilbertson Mon, 20 Aug 2007 15:21:01 +0000 http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/#comment-141767 This blog is so great! This post is phenomenal and very insightful. You have got something powerful going here. Keep it up! It's helping people! Take care, Sean This blog is so great! This post is phenomenal and very insightful.

You have got something powerful going here. Keep it up! It’s helping people!

Take care,
Sean

]]> By: Alexander http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/comment-page-1/#comment-141683 Alexander Mon, 20 Aug 2007 09:46:55 +0000 http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/#comment-141683 Marco: I see your point - but I do feel very impolite if I simply ignore emails. It's the same with comments on the blog - I try to respond every single one. At some point this will become impossible because both are growing like crazy - but for now, it still works. Arkadiusz: That sounds like a great policy. I would add that if it requires complex action then move it to the todo-list and delete the email - that way your don't split your task list between your todo-list and your inbox. Salv: That sounds like a great daily rhythm and also serves to timebox the time you spend answering emails. Nice! Adam: Great point. Many emails may look critical and important - but they can't ALL be, right? Jean: That's the key question - "How can I do it AND enjoy it". Charlie: I like setting aside time for it, but I'm not crazy about rewards - they don't tend to motivate me... But maybe that's just me? Marco: I see your point – but I do feel very impolite if I simply ignore emails. It’s the same with comments on the blog – I try to respond every single one.

At some point this will become impossible because both are growing like crazy – but for now, it still works.

Arkadiusz: That sounds like a great policy. I would add that if it requires complex action then move it to the todo-list and delete the email – that way your don’t split your task list between your todo-list and your inbox.

Salv: That sounds like a great daily rhythm and also serves to timebox the time you spend answering emails. Nice!

Adam: Great point. Many emails may look critical and important – but they can’t ALL be, right?

Jean: That’s the key question – “How can I do it AND enjoy it”.

Charlie: I like setting aside time for it, but I’m not crazy about rewards – they don’t tend to motivate me… But maybe that’s just me?

]]> By: Charlie http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/comment-page-1/#comment-140393 Charlie Fri, 17 Aug 2007 03:51:05 +0000 http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/#comment-140393 I also plan a day to answer all those email.But before I tackle those huge tasks, I make sure that I have a reward waiting to keep me motivated during the task. I also plan a day to answer all those email.But before I tackle those huge tasks, I make sure that I have a reward waiting to keep me motivated during the task.

]]> By: Jean Browman--Cheerful Monk http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/comment-page-1/#comment-140366 Jean Browman--Cheerful Monk Fri, 17 Aug 2007 02:09:59 +0000 http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/#comment-140366 As I've probably said before, one of my favorite questions is "How can I get this done and enjoy the process?" I wrote a post about it about it a couple of months ago when I felt as if I were walking through mush, trying to generate some enthusiam. See http://cheerfulmonk.com/2007/06/25/51/ As I’ve probably said before, one of my favorite questions is “How can I get this done and enjoy the process?” I wrote a post about it about it a couple of months ago when I felt as if I were walking through mush, trying to generate some enthusiam. See http://cheerfulmonk.com/2007/06/25/51/

]]> By: Adam http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/comment-page-1/#comment-140072 Adam Thu, 16 Aug 2007 13:29:51 +0000 http://positivesharing.com/2007/08/my-strategy-for-dealing-with-email-back-log/#comment-140072 I chronically have a full inbox at work, usually at least 60 items sometimes over 100, but never empty. Once, a couple of years ago my laptop did not sync with my work e-mail server properly and deleted every e-mail in my inbox. Not a single person ever asked my why I hadn't responded or followed up on an issue. It was an eye opener on how (un)important most messages are. I don't practice this as a normal technique, but I certainly don't feel too guilty if I don't get back to someone promptly. I chronically have a full inbox at work, usually at least 60 items sometimes over 100, but never empty.

Once, a couple of years ago my laptop did not sync with my work e-mail server properly and deleted every e-mail in my inbox. Not a single person ever asked my why I hadn’t responded or followed up on an issue. It was an eye opener on how (un)important most messages are.

I don’t practice this as a normal technique, but I certainly don’t feel too guilty if I don’t get back to someone promptly.

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