Effective email management is not obvious and requires a well-thought-out strategy. After 15 years of using email, I've gathered some practical tips that can help you manage projects and tasks effectively. Here's a quick guide on how to set up and use email effectively:
1. Message processing
Message processing is a key step in effective email management. It involves organizing messages according to one simple key: can I solve the case or answer the question now, or do I need more time? If I can give a quick answer (e.g. yes or no), I do so and delete the message. For more complex issues, I create a task in project management system and I'm moving the message to the archive.
2. News archive
My mailbox has one folder called "archive". Some email clients, such as Gmail, have built-in archive functionality. The archive contains all the messages that I have "processed". I regularly only archive messages from a maximum of six months ago. There is no point in keeping older messages, so I set the archive retention to six months or delete the oldest messages regularly.
3. Automatic rules
Automatic rules are invaluable in message management. They can be configured in most email systems to automatically sort messages according to specific criteria. Thanks to the rules, messages are automatically sent to appropriate folders, such as "News" or "Offers". This makes task management much easier and increases efficiency.
I don't use email as a task inbox. I don't have "important" folders or star the messages. With a large number of messages, such methods are ineffective. Instead, I process the news and, as I create tasks, I put them off until later.
4. I don't follow the Inbox Zero rule
Inbox Zero is a technique for keeping your inbox empty, which often leads to emails being moved between folders. I find this not very efficient if each folder is going to be full of messages. I believe in the principle that mail should be read, but not all messages require an immediate response. Messages that I don't reply to, delete, or create a task just end up waiting for later. All work to be done is managed in the task management system.
5. I use TaskBeat to manage my tasks
I use TaskBeat, which allows me to appropriately divide and prioritize tasks according to the order I set. This gives each task a unique priority, allowing me to focus on what is most important. I transfer tasks manually to TaskBeat, but this system effectively organizes and prioritizes my task work.
6. Optimization of time management
I don't start my day processing unread, oldest or flagged messages. Instead, I focus on the tasks I have accepted in TaskBeat and only deal with messages in my mailbox when I have time. Every day I assign several tasks for the current day, ignoring email and delays in responses. Task work does not mean dealing with every message in my inbox.
7. Limiting notifications and filtering messages
As a loyal BlackBerry user, I manage my messages with minimal effort. I filter messages to avoid spam and offers that are irrelevant to me. I use filters to focus only on relevant messages, which allows me to better manage my time and task work.
8. Setting a schedule for viewing email
I don't commit to constantly checking email because it can consume a large part of my day. It's a good idea to set set times or time slots for viewing your email. In the past, this was more controlled, but today it is important to set your own schedule for viewing your email.
Summary
Effective e-mail management requires a well-thought-out strategy and tools that support project and task management. Using automatic rules, a proper archive, task management systems such as TaskBeat, and an effective message filter allows for better work management and efficient execution of tasks. Thanks to these practices, you can optimize your project and task management, increasing your productivity and control over your daily responsibilities.
