Wealth Handbook

While very powerful, email can be a little too convenient for some.  The advantage of email is that it does not require a real-time response like phone calls and instant messaging. 

So turn off any alarms or buzzers that let you know when messages arrive.  In fact, don’t let your email client automatically check mail.  It’s just a distraction.

Set specific times for checking and responding to emails.  Tim Ferriss advocates twice/day in The 4-Hour Workweek.  I’ve managed to get it down to 3 times/day on good days.

Email Plan

The goal is an empty inbox and no overdue tasks.  Every email presents only 5 possibilities:

1. Take action now
2. Take action later
3. Must/Should read, no action
4. Want to read, no action.
5. Don’t read.  Delete or file.

Use the Email Worksheet (PDF) to identify how much of your email falls into each group.  Most will probably be unimportant.   See my example (PDF) of how much was junk.  I could probably cut it down to 3 or 4 categories, but these 5 made it easier for me to quickly prioritize.

Further, using this helps you think about what to do with each message and reduces the chance you will get stuck, not take action, and let messages pile up.

Cut Relentlessly

By unsubscribing to everything that I didn’t want or immediately need to read, you can see (unsubscribed emails were counted as part of “Don’t read”) there were 13 mailings that week alone that I cut.

Take Immediate Action

Try to minimize the number of emails that require action later.  These are the ones with the greatest chance of piling up.  Do whatever you can now or, if you need additional info, try to have it by the time you next check your email and clear it out.

Once Read, Delete or File

Don’t let messages stay in the inbox.  Delete or file them appropriately immediately after reading.

Use Autoresponders

This will 1) Let you avoid email while away and 2) Reduce your load when you get back.   

Tip:  No one says you have to actually be on a trip to use messages like this.  Use it any time you want a buffer:

I am currently away and will return on [date].  At that time I will respond to emails if specifically requested.

-OR-

I’m currently away and will respond when I return if specifically requested.

-OR-

I’m currently away and will respond when I return if necessary.

As with other types of interruptions, try these techniques and complete another worksheet in a month and compare your results.

This entry was posted on Wednesday, July 8th, 2009 at 18:34 and is filed under 3: Simplicity. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.