When your inbox is flooded with e-mails- and whose isn’t? -there’s no need to float around your inbox forever. You can act right now to empty your email box.
Before practicing the secret to getting your email box to zero, you need to accept the fact that the input of your emails will ALWAYS exceed the output. You aren’t able to read, nor should you have to strain your eyeballs on every single cotton-picking’ email you receive.
How to reduce emails
Inbox zero strategy is a strict way to manage your email. The process can always keep your inbox empty. Or to be honest- almost empty.
I’ve broken down the secret of how to reduce emails into four easy steps you can take each day to keep ahead of the flow:
FIRST, decide to manage your email twice a day for a half hour each session. Give yourself specific periods to do this by blocking out time on your calendar. Because you’re making half hour appointments with yourself to handle email batches, this first step is a calendar, not a to do event.
SECOND, Make two run-throughs at each of your e-mail sessions. I call this step and the next, “email sweeps”. On the first sweep, delete all junk email. Don’t respond to them at all.
THIRD, go back to what’s left in your email batch and decide which ones can be handled in two minutes or less. Respond to them immediately.
THE FOURTH and final step is, of course, to handle what’s left. That’s the important correspondence you need to answer right now.
When your email box is flooded with emails, apply the Pareto Principle
The Pareto Principle states that in anything you do, the few -20 percent-are vital and the many-80 percent-are trivial. That’s why the Pareto Principle is also called the 80/20
Rule: 80 percent of your outcomes come from 20 percent of your inputs.
Applying Pareto Principle to a box flooded with emails, only 20 percent of them will be important. The 80 percent remaining are trivial and should be speedily disposed of during your email sweeps.
Another technique for reducing your email flow is to ask yourself three questions: Should I care about this email or delete it? Do I need to take any action on it? If so, what kind of action?
In a nutshell-how to reduce emails is really a piece of cake
The process becomes easy when you make two half-hour daily appointments with yourself each day to handle your inbox. That’s how to get to email zero. Well, to be honest, practically zero.
APPS & ONLINE SERVICES TO HELP ORGANIZE YOUR MIND
A lot of us blame technology for the constant stress that we’re under and for the fact that we feel constantly so wired. We’re continuously bombarded by notifications and messages and we seem to spend half our time looking at screens – is it any wonder so many of us are burned out?
But just as guns don’t kill people – people do, so is it true that apps don’t make you tired – you do.
The key is just to use the right technology. Actually, there are plenty of apps out there that can help you to feel less stressed and that can reduce that information overload. Likewise, there are also a number of online services that can do the same. Let’s take a look at a few of them.
Headspace is an app that can teach you how to practice mindfulness meditation. The app does cost money if you intend to keep using it but the first few sessions are free and provide a great introduction.
Fabulous is a beautifully designed app for Android that can help you to take on new habits and routines and that will guide you through your goals and objectives. It makes setting new challenges for yourself fun and encourages you with motivation and tips along the way.
Here’s a great way to use technology to make your life easier – set up some standing orders with online services. There are actually tons of companies that now offer their services on an automated recurring business:
Clothes companies that send you a new outfit every month
Supermarkets that let you have your weekly shop delivered to you
Diet companies that send ready-made meals/ingredients to you on a daily basis
Flower shops that send flowers to someone on their birthday every year
Consider if something like this could help!
A virtual assistant is an assistant that works for you via the web. They tend to be based in India and are very affordable but their services cover anything that can be done online. That could mean doing research for your work, or it could mean helping you organize a holiday!
Taoist is a great ‘to-do list’ app that lets you set to do lists and then receive notifications and reminders about them.
Any calendar app can be a great way to check your availability and to avoid over booking yourself. It syncs with other apps and even lets you share your schedule with others too.