Even when the amount of unreads isn't overwhelming, your choice can determine how your workday will go. In general, you should choose a side between a last in, first out (LIFO) or first in, first out (FIFO) approach—and, in my opinion, the best choice is LIFO.
Why is LIFO better than FIFO for email management?
LIFO, or the practice of answering the most recent emails before older ones, is more common than FIFO for good reason: Your most recent emails are the ones most likely to be time-sensitive, relevant, or actively blocking someone else’s work as they go unanswered. Meanwhile, the older a message gets, the higher the odds are that the window for a perfect response has already closed. At that point, stressing over it doesn’t magically make you more punctual, it just slows you down. Focusing on what’s right in front of you helps you stay responsive and on top of your current workload, which is usually what your job (or life) actually rewards.
Of course, there might be times when you don’t get a follow-up or really do miss something important from the past. One day a week or so, use the time that you’ve blocked out for your email management to work in FIFO mode, going through your emails reverse-chronologically to make sure you didn’t miss anything big. Using FIFO too consistently can have negative consequences, though. If you’re always working on tasks from the past, you risk missing newer, more urgent ones that need immediate attention. Save it for one day every once in a while and use your time to handle pressing matters on a day-to-day basis.
If you're struggling to adopt a LIFO mindset, consider the "one-touch" method. With this more intense approach, you commit to opening every email as soon as you get it. It will force you to build a habit that results in you never letting any email get away from you. 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. Schedule any required tasks into your to-do list, then keep on moving. You're more likely to get the task done when you need to simply by virtue of being readily aware of it because you opened the message as soon as it came in.
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