This method of managing your overflowing inbox has been around quite a while and rests on quick decision-making to help you easily weed through it all. Time-tested, it works—but only if you get what you’re supposed to do.
Delete the email
Delegate what the email wants you to do
Those are easy to remember and, once you get the hang of calling them to mind, easy to do. Proponents of the method, like Aleksandra Brzeska, business development manager at XTRF Translation Management System, say this works as long as you adhere to it. Here’s how to put it in action.
How to use the 4D method of inbox management
When it’s time to go through your messages every day, set out to make a choice about each one, referring to the four options above. If it’s irrelevant, spam, or won’t ever require a follow-up, delete it. If it calls for a task that is doable right now, you’re responsible, and/or it’s pretty urgent, just do it. If it’s a less urgent task for someone else in your department or could be handled by another person without overloading them, delegate it and forward it their way. If it’s something that could or should be handled in the near future but doesn’t require immediate action, defer it by archiving it, putting it in a folder, or starring it.
When this is done, go back through once more and archive or delete anything that’s now been done or delegated, clearing out your inbox for the next wave of messages. The benefit of using this method is that it makes decision-making simple, quick, and actionable, plus keeps your inbox low or close to zero. Removing unnecessary choices or procrastination streamlines the process and keeps you moving in just one of four ways, ensuring everything gets done or removed from your plate.
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