For the next few weeks, I’m sharing with you, my best email management tips, so you can make Inbox Zero a reality. This is achievable. Check out my next tip below.
Using the KISS concept (Keep It Simple Stupid), I have found success using a very simple email folder structure. In the past, I used lengthy folder structures and ended up spending too much time remembering which folder I filed the email into, when I wanted to refer back to it. Nowadays, with search functionality, lengthy folder structures are a thing of the past, as it’s easier to type your email key words into the search bar to locate emails.
I use 3 folders: For Action, Pending and Completed. You can use a naming convention matching your task management tool.
All you need to do, is drag and drop your emails from your inbox, into one of the 3 folders. Any emails requiring your action get filed into For Action, emails awaiting another person’s action go into Pending, emails that you’ve responded to, or requiring no action, go into Completed.
Easy. Inbox Zero achieved!
Once you’ve emptied the inbox, go to the For Action folder and address each email as your email checking time allocation allows. Once the emails in For Action are addressed, then drag those emails into the Completed folder. I don’t file Sent Items, except where I am awaiting reply; then I drag those emails from Sent Items into Pending, so I have a reminder to follow up.
If you are working with an inbox with hundreds or thousands of emails, then the above is not easily achieved. I will address this in the next article.
Do you have an overflowing inbox? Leave me a comment below on how you achieve Inbox Zero, or how you organise your manager’s inbox.
If you could do with help from an assistant to achieve Inbox Zero, contact me and let’s see what we can do.
Modern Day PA specialises in virtual PA services to help business managers get organised, so they can find more time to work on their business. Let’s see what’s possible for you!
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