Do you get overwhelmed by the number of emails constantly flooding your inbox? You’re not alone. It’s estimated that 269 Billion emails are sent daily, and the office worker receives an average number of 121 emails per day. Yikes.
Will it ever end?
- The bad news: probably not.
- The good news: there’s a trick that can help you to tame the email beast!
Tony Hsieh, CEO of Zappos.com swears by his email management technique called the “Yesterbox” method.
Here’s how it works:
Put recurring time on your calendar to begin each day by going through your inbox and responding to yesterday’s emails only. While you’ll never get your inbox down to absolute zero, you will zero out emails from the day before, which creates a great sense of completion.
This way there is a finite number of emails that you have to deal with, and not a never ending stream of emails. Magic!
Depending on the number of emails you get and their complexity, it could take you up to a few hours. Stick to it for a week and it will become a habit, and you’ll start each day off on a productive note.
What if you really need to respond to something immediately? Don’t. First, ask yourself if it can wait 48 hours without causing any harm. This is the hardest part that will take the most discipline.
People know that they can access you anywhere, anytime, on mobile phones, tablets, laptops, and desktops.
Resist the temptation.
Boundaries are the boss. If it can wait until tomorrow then it’s simply part of tomorrow’s to-do list. You need to train yourself and others to value your time.
It’s really tough not to look at the new emails coming in as you’re going through yesterday’s batch. Set a rule that you must process 10 emails before you look at any of the new incoming messages.
Once you’ve completed 10, reward yourself with getting to read new emails. Read not Respond. Remember, boundaries.
The tough ones.
Some emails may require more thought or a good amount of research in order for your to respond. If it’s going to take you more than 10 minutes, move the message to a designated folder and schedule time on your calendar in the future to deal with it. Treat it like another meeting, giving it the attention it deserves.
If that means an hour, then schedule an hour on your calendar.
If you have to schedule a meeting in the morning, then move your email time to another slot during the day, but don’t skip it. If you fall behind on emails that are older than yesterday’s inbox, schedule additional time deal with them. Going on vacation and not checking emails? You deserve it. Don’t worry. Just set ample time on your calendar for when you return to get caught up.
Setting time to deal with your emails is really just setting yourself up altogether for success. You got this. Give it a shot.