Save Time - Email Efficiency

Here are some tips from author Michael Linenberger's system that have helped me. Try them and see how they help you lighten your load.

1. Segment your work into three "Urgency Zones."

Critical Now--These are things absolutely due today. You should have a maximum of five things on this part of your list. Use this "going-home test": Is this item so critical that you would work all night to make sure it was completed? If not, it doesn't belong in this top priority zone.

Opportunity Now--These are things you would work on today if you had the right opportunity to do so, but they are not really "due" for up to a week or so.

Over-the-Horizon--These are things that can be put off for a week or much longer.

I've found that sorting my work into these three zones helps me relax and enjoy, because it shows me clearly what needs intense energy, what needs moderate energy, and what's on the back-burner.

2. Convert your emails to tasks right away.

Don't use email in your inbox as a way to track to-do's. That just wastes time and leads to inbox churn, where you constantly rehash and reread email looking for messages that have actions for you to do. Instead, as soon as you get an email that has an action in it--one that you can't do immediately--move that action into your to-do list system, and manage it from there.

3. Schedule "email time."

Don't read email as it comes into your inbox. That's a huge productivity killer--it can take you up to 5 minutes to get reoriented to your work. Schedule your email periods once an hour or less, and leave blocks of uninterrupted work time in between. Turn off email notification so you're not so tempted!

Getting your workday under control is one of the surest ways I know of experiencing greater happiness, freedom, and ease during your days. I know I'm smiling a lot more these days.


www.MasterYourWorkday.com