Call yours eMails in specified blocks - and edit them within set times. Work scientists advise to two to four blocks per day. Always do these blocks at clearly defined times.
For example, retrieve new messages en bloc at 11.30 and 16.30 clock. Inform by autoresponder about your time blocks of eMailEditing. To see how I inform my clients about this, simply send me an empty e-mail with the subject "Autoresponder" firstname.lastname@example.org.
Fixed duration for processing
In addition, set a fixed time in advance to process your eMails and stay strictly and without exception within this timeframe. It's best to set a timer.
Go through all mails during this time. My timeframe is 45 minutes, your processing time may vary, depending on how you are practiced in the following ways, how many emails you receive, and how you can focus on their processing.
Just do everything that takes less than five minutes. And get used to creating an answer mail within five minutes.
Limit to a maximum of five sentences for each answer. Often even a shorter mail is sufficient.
External task list
Do not misuse your inbox as a to-do list, but instead transfer tasks to a master list, which you will then process.
If necessary, you can make a reference to the mail. Then archive the mail and done. You still have the task ahead, but it is now on the right list and no longer blocks your inbox.
Success Factors for efficiency
Whether you succeed in becoming one of the truly productive people in the future, who only want to empty their digital mailbox once or twice a day, will essentially depend on two factors:
- Of your ability to teach others to respect these intervals.
- From your ability to discipline yourself, follow your own rules. Keeping yourself away from the inbox is the heavier part.
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