But there are smaller techniques you can apply directly to email management, too. To stay on top of your work, school, and personal correspondence, you need a productivity plan, but it doesn't have to be intense: You can try the simple “touch” rules of inbox management.
Open the email, respond to it, and either delete or archive it, depending on if you’ll need it later. If it requires no response, even better. This method works best for people who get a lot of emails that aren’t necessary to respond to, like all-staff updates. The goal is to touch it once instead of coming back to it repeatedly and deliberating if and when you’ll respond or deal with it or instead of procrastinating, never opening it, and being unaware of its contents (or even existence) when you actually need to know what it said. Open it, take in the information, send feedback if necessary, and be done with it.
The two-touch rule
Use your email service’s flagging or snoozing functions to categorize it, so it is available to you easily when you’re ready to respond. Your first touch is still opening it right away—that’s key. Letting emails pile up is overwhelming, but opening them right away will help you maintain peace in your inbox. Designating a specific time to respond to non-urgent messages will also free you up to be more productive, as you’ll know you’ll get it done and won’t feel it weighing on you.
Make sure you schedule time into your week to circle back on the flagged emails. Try building a 3-3-3 list to manage your to-dos, designating one of your three medium-sized or small tasks to opening all those saved messages.
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