Email tips
Skip,
I also receive a large # of emails and have tried out various ways of managing the load, including a few inspired by GTD. Here's a brief summary. I'd be interested to hear further tips from other folks on this board:
1. Using filters & labels (but sparingly) - I've doing this for a couple of months and it's working really well. Basically, I've set up a filter to label any emails sent directly To: me (as opposed to anything sent to an alias to which I'm a member) and highlight that email in my Inbox in red. Then, if I only have a few ninutes to parse email, I filter for those emails only and tackle only those in e.g. 5 minute gaps between meetings. (I also have another filter for cc: me and another when my boss sends email to our team alias.). This method has ensured that no important emails fall through the cracks. What happens throughout the month is that the other emails start to pile up inevitably (even with the 2 minute rule below) so at the end of the month, I either set aside time to deal with them, or delete them.
2. Apply the GTD 2-minute rule. Arguably, this has yielded the biggest benefits, i.e. if the email can be dealt with in 2 minutes or less (or another time period, depending on how much time I have to parse email), just do it and get it out of the way. If it takes more than 2 minutes, I move it to a folder and add it to my GTD action tracking list.
3. Since applying the GTD techniques, I've dropped the following approach, but it used to work fairly well in terms of keping my inbox managable at the expense of some stuff falling through the cracks - at the end of every month, I moved my complete inbox into archive folder. I'd keep the last 3 months worth in case I got time to go back to the email (e.g. on a plane journey) but then delete the whole archive, even if the stuff was unread.
4. Set aside a define time to parse email. Sounds simple, but it's harder than it sounds. I _hate_ being driven by email, so I try to set aside alloted times to deak with it. this tends to be work day evenings (oh, the benefits of wireless!) and very early mornings. And Sunday evenings....so back to email!