Email – Your Best Friend or Worst Enemy
Email – it can be your best friend or our worst enemy. Email can connect you with others around the world within a few seconds and provide a record of the communication. On the other hand, too much electronic mail is overwhelming because
- Much of it is not useful information
- You have to make so many decisions to figure out what to do with it
- You don’t have a system to handle the electronic mail.
Instead of letting email control your day, learn to use electronic communication as a tool. Resist the temptation to check messages the first thing in the morning. Take time to plan your day first, and then reserve time on your calendar to check electronic mail twice per day. Turn off notification alerts that can distract you when you are trying to focus.
The 5 D’s of Email
During the time you have reserved for processing email, apply the 5 D’s to your inbox. The goal is to process the inbox to zero at least weekly.
- DISCARD – Immediately unsubscribe and delete junk mail.
- DOCUMENT – If the message creates an appointment, put the appointment on your calendar.
- DELEGATE – If you can delegate the task, delegate the assignment.
- DO – If task takes less than 3 minutes, just do it.
- DELAY – If task takes more than 3 minutes and you need to do it, put the task on your task list.
- If message needs to be saved, move email from the Inbox to the appropriate folder. Create folders for projects, clients, pending, or whatever grouping is appropriate.
Getting control of your electronic mail will reduce stress and allow you to find important information. Are you ready to get more done and have more fun?
© Passion for Order 2015