It’s a war zone
When a service is overworked (like a hospital in a war zone) incoming tasks (patients) need to be prioritised. That way the most urgent get dealt with first, and the less urgent are left till there is time.
For many people today our email inboxes are like a war zone!
Broadly there are two contrasting approaches to email triage. One seeks to attain and maintain a ‘zero inbox’, the other relies on the huge storage capacity available today (and the relatively small size of most email messages – except auntie Jane’s laugh out loud videos) together with much better search facilities available in most email clients, and seeks simply to manage the flow.
I have never managed ‘zero inbox’ [If anyone does this and can suggest a good place for advice I will add a link here.] so below I’ll explain ‘managed chaos’. I will use Gmail as my example but much the same principles work in Outlook and other systems.
When emails are first seen
NB: I turn off, or ignore, the notification that tells me “you have 3 new messages” – if I am not reading emails just now it is a distraction, when I am doing email it is redundant.
Every now and then (the timing varies depending on what I am doing, but at least twice a day – morning and evening) I open the email client and look at the messages. First I look at the sender’s name and the ‘subject’. This allows me to delete quite a lot without reading them, and occasionally mark gratuitous rubbish as ‘spam’. (I try to follow the ‘unsubscribe’ link at the bottom of most circular emails if I once signed up but no longer want them, marking them as spam may be counter productive and the difference in time is small.)
I then open the rest one at a time:
- Some I need to read and act on. If possible I do it now, if not I mark them as ‘unread’ as a signal to me that they need action.
- Some I can glance at, notice what matters and then delete.
- Some need to be kept, but require no action. You can flick these into useful folders depending on their topic and relevance. I used to, but no longer bother as a quick search (and as Gmail indexes as I go searching is very quick) finds the ones I need when I need them.
I have not written about ‘rules’ here as I hardly use them, they are a powerful way to manage the flood, but seem to me hard work! I have also turned off the Gmail ‘feature’ that sorts circular emails into a seperate box, that too is a complication I do not need! (See here for how it is meant to work – reversing the how to turn it on instructions turn it off : )
Taking a second look
At the end of the day, or when you need a break from other work, look back over the emails you have not dealt with and deal with them. They will now be marked as ‘read’ and can be left unless one day you need them.
Job done, emails tamed (at least 90% of the time ; )