Master email productivity with this rule

As technology advances, email has become a vital part of our lives, especially in the business world. It allows us to communicate with our colleagues, bosses, and customers with ease, but it can also become a distraction that diverts us from our work. With so many emails to send and receive, it can be challenging to manage the inbox effectively. However, by following this one rule, you can master email productivity and stay on top of your game.

The One Rule: Touch It Once

The “Touch It Once” rule is simple: when you open an email, take action on it immediately. Whether it is replying, forwarding, deleting, archiving, or scheduling a follow-up, don’t leave it sitting in your inbox. By dealing with your emails once, you can save time, reduce stress, and increase productivity. Let’s explore how you can apply this rule to your inbox.

Step 1: Prioritize Your Emails

Not all emails are equal in importance or urgency. Sorting your emails by level of priority is the first step in following the Touch It Once rule. Here are some tips to help you prioritize:

• Flagging: Use your email software’s flagging feature to identify important or urgent emails. You can also categorize them by color coding.
• Filtering: Create filters that automatically sort your emails by sender, subject, or content. This can help you see the emails that are important at a glance.
• Unsubscribe: If you receive newsletters or promotional emails that are not relevant to your work, unsubscribe from them. This will reduce the number of emails you receive and save you time.

Step 2: Take Action on Your Emails Immediately

Once you have prioritized your emails, it’s time to take action on them immediately. You have several options:

• Reply: If an email requires a response, reply to it immediately. Keep your response concise and to the point.
• Forward: If an email is not relevant to you but is relevant to someone else, forward it to the appropriate person. This way, you can avoid cluttering your inbox with emails that do not concern you.
• Archive: If an email has been dealt with but contains information that you may need in the future, archive it. This way, it will be out of sight but not lost.
• Delete: If an email is not important or relevant, delete it immediately. This will save you time as you won’t have to go through it again later.
• Schedule a Follow-up: If an email requires action on your part but not immediately, schedule a follow-up. This is especially helpful for emails that require further research or approval.

Step 3: Organize Your Inbox

In addition to prioritizing and taking action on your emails, it’s important to keep your inbox organized. Here are some ways to do that:

• Use Folders: Create folders to store emails related to specific projects or clients. This way, you can access them quickly and easily.
• Regularly Purge Your Inbox: Do not let your inbox become cluttered. Regularly delete or archive emails that you no longer need.
• Use Shortcuts: Learn the shortcuts for your email software. This will save you time and make it easier to take action on your emails quickly.
• Keep Your Inbox Empty: Strive to keep your inbox empty. This will give you a sense of accomplishment and control.

Step 4: Set Aside Time for Email

While it’s important to deal with your emails immediately, it’s also important to set aside time to focus on your work. Here are some tips for managing your time:

• Schedule Time for Email: Set aside specific times during the day to check and respond to email. This will keep you from getting distracted while you’re working on other tasks.
• Turn Off Notifications: Turn off email notifications during the day to avoid distractions. Check your email only during the times you’ve scheduled.
• Use Auto-Reply: If you’re going to be away from your email for an extended period, use the auto-reply feature to let people know when they can expect a response from you.
• Don’t Multitask: Multitasking can decrease your productivity. Focus on one task at a time, whether it’s responding to emails or working on a project.

Email can be a valuable tool for communication, but it can also be a source of distraction and stress. The Touch It Once rule can help you stay on top of your inbox, save time, and increase your productivity. By prioritizing your emails, taking action on them immediately, and organizing your inbox, you can make email work for you, not against you. So, take the first step today and start applying the Touch It Once rule to your inbox.