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Inbox Zero . . Day 2
by Andrew McCaskey
I had hoped to be in the double digits on the email project today – but I am reminded that, as in so many projects, this effort to hit Inbox Zero falls into the category of “You can’t appreciate the After, because you did not see the Before”. I haven’t made it yet. Some encouraging words from listeners facing the same overflowing email problem. I think this is a bit more prevalent than we might want to admit.
My guide continues to be the site at 43 Folders called “InBox Zero”. It looks like there are several approaches to getting control of the corporate email inbox, and a big one seems to be un-subscribing from various mailing lists. When it would be incorrect to unsubscribe, pulling out the Outlook Rules sends “valuable information”, meeting notes and such messages safely to a folder where they are at least indexible and retrievable. I had mentioned that I used a combination of the free Outlook Plugin “Lookout” and Copernic Desktop Search. Listener Rich Hand sent along a note that the latest official edition of Windows Desktop Search combined the capabilities into a single application – also free for download from Microsoft.
Another idea popped into view today. Like many, I can’t help it that I was raised to be polite. Here’s what 43 Folders says on the topic
“ I used to think one-line email responses were the height of rudeness. If someone took the time to type me a 20-paragraph email, I always felt I had to respond in kind. It’s like that horrible feeling at the holiday gift exchange when you realize that the present you brought cost a tenth of what your colleague spent. Well, get over it, because it ain’t the same thing.
In an environment where attention is the economic equivalent of cash, you aren’t doing people any favors by sending gothic novels. ”At the end of all this, I think I’ll be sending better emails as well as keeping the Inbox clean.
One of the guideposts along the way will be some articles from the excellent site for personal productivity at 43 Folders , specifically an article entitled “My email diet” in the Inbox Zero – Day 1series.
From the 43Folders Inbox Zero process, I’m learning that these tools are no substitute for ruthless triage of escalating questions:
1. What does this message mean to me and why do I care ?
2. What action, if any, does this message require of me ?
3. What’s the most elegant way to close out this message and the nested action it contains ?
I’ve been assured that fifty percent of my inbox won’t make it through the first question, and that many will not make it past question two.
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