Make three folders named 1, 2, and 3.

With a quick key command, you can file everything in your inbox into one of these three folders:
1 – those things that you have to act on today or tomorrow.
2 – those things that you have to act on this week.
3 – everything else

The trick is to make quick, split-second decisions.

Guess what? I’ve never even opened folder 3. These are the things that are clearly not important to me. But if they are important to someone else, they will message you again.

And – you have a record of everything, to Amanda’s point.

Try it!

1. I never delete email. Email creates a written chain that can be used later if you need to provide proof of what exactly someone said. Instead archive it. I have set folders for every client and subfolders per project. Taking a few min to archive things each day or week keeps your inbox from being overwhelming, but still lets you have access to that “paper” trail later.

2. DO use reply all. It keeps everyone in the loop so that everyone is getting the same story at the same time. In my firm, it is generally understood that if you are in the “to” field you are expected to take action and/or respond. If you are cc’d, it is just for your reference.

3. This is personal preference. I like to check them as I get them just to me sure nothing is on fire. If it is not urgent, I mark it to reply to later.

4. DO send emails as opposed to phone calls for the same reasons I mentioned earlier–that wonderful “paper” trail.

5. I still prefer emails to phone calls because I don’t have to drop everything I am doing *rightthissecond* just to answer a quick question. It means I can wait until I get to a natural stopping point, or write down my current thought before dealing with it.

Being productive and improving your efficiency at work is something you have much more control over than you think. Find out what works for you and implement and communicate so others will see how best to work with you.

I agree 100%. : )