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An inbox filled with emails represents unfinished business!

The email inbox can be much like our physical piles of paper when left unorganized. Many people leave messages marked “unread” to deal with later. It can lead to clutter and worse, anxiety when it looks like you have 200 unread emails. 

• Tasks that need attention get lost. 
• Emails needed for reference are hard to find. 
• Time-sensitive requests might be overlooked. 
• Bills can go unpaid, generating late fees.

Since each email in your inbox is information you need to act on or file, a task or appointment to schedule, or a message that can be archived or deleted. The following questions can help you think more systematically about what’s in your inbox and gain a sense of control. 

➔     Is this something I need to do? If yes, it’s an ACTION/TAS

 Ask yourself: What is the next step?

• What needs to be done?
• Does it require other people?
• How long will it take?
• When is it due?
• When will I do it? 
•  Is it a follow-up on a project?
• Is it client-related?

Add it to your Task List and/or Calendar with clear directions. Start with
a verb (e.g., Follow-up on…, Email regarding…).

➔     Is this something I need to attend? If yes, it’s an APPOINTMENT

      Ask yourself: What will I need to know or do?

• What time do I need to leave to arrive on time?
• What do I need to bring?
• What do I need to prepare?
• Who do I need to contact about this appointment?
• When will I work on my next steps from the appointment
• Schedule it in your calendar with all relevant info.

➔     Is this something I may need to reference later? If yes, FILE IT.  

Ask yourself: Where does this belong?

• Is this info, details or updates that I need to read or reference in the future?
• Is this person or professional?
• Is this tax-related?
• Is it client-related?
• Is it results from a medical check-up?
• Is it research?

➔     Does this require communication or correspondence? If yes, PLAN YOUR RESPONSE/ACTION.

Ask yourself: What is the next step?

• Do you need to schedule admin time in your calendar?
• Do you need to schedule deep work time in your calendar?
• Do you need to meet with someone else to draft the proper response?
• Do you need to gather data?

➔     Can I delete this without worrying? If yes, DELETE.

These ideas are meant to inspire and support you, so that you spend your time on high-value activities. We enhance productivity for both individuals and teams by defining and then capturing processes in a comprehensive playbook that aligns workflows and ensures seamless operations.

 

Organize. Optimize. Profit.
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