1. When I send less emails I receive less emails.I found that I take a lot of time to get to inbox zero. So I am curious to know if you guys have tips and tricks that help you or have helped you to get into the habit of cleaning out frequently and effectively.
I am a huge fan of inbox zero and was even before starting with GTD. I really do follow it closely and although it does happen I rarely get far away from inbox zero. Here are my tips:I found that I take a lot of time to get to inbox zero. So I am curious to know if you guys have tips and tricks that help you or have helped you to get into the habit of cleaning out frequently and effectively.
I've spent the past several months nowhere near inbox zero on e-mails. I really needed to get back to it so what I did was work on my systems.So I am curious to know if you guys have tips and tricks that help you or have helped you to get into the habit of cleaning out frequently and effectively.
I just want to echo this thought. I find email so dangerous which is why I do not use email as any part of my system. So easy to get distracted plus conversations via email are productivity killers.Establishing a habit is just that. First you fight to establish the habit, then you just do the thing habitually. So, trick #1 is getting to zero daily.
Trick #2 is to not participate in those "everybody puts evrybody into cc:"-discussions. I just archive those. Let's be frank here: over 90% is just people procratinating together. Let em.
Number three would be to write short emails. Very short. Just the two sentences that are really needed. This goes together with what @TesTeq said: do I even have to write this email? My own experience is that emails tend to drag things out, a phone call that clears up everything is often much better.
Which means: trick #3 is get good at making phone calls.
Number four is something where I probably go against the grain of this forum, but I just archive everything. I have the classic "to reply" folder, but other than that I don't organize email. If I need stuff from an email, I copy it over into proper project support and archive that email.
(Unless you work in a hostile, nitpicking work environment, there is no point in "proving" anything to anybody. What happens if you "win"? (And as the GTDer you will win…) Now you just cornered somebody else and the vast majority of people react by fighting back. That leads to nowhere.)
Number five is to have smart folders for newsletters and other subscription. I just archive all subs and only read them when I decided to do so based on my @reading list or another process _outside_ of email.