Are You Making this #1 Email Mistake?

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Get Your Email Under Control

By Diane SneadType A Professional Organizers

THIS IS A SPECIAL GUEST POST BY ONE OF OUR ANYMEETING USERS. WANT TO WRITE FOR THE ANYMEETING BLOG? GET THE DETAILS.

 

Emails just don’t seem to stop.  Some days, it can seem like ALL we do is answer emails!  It’s easy to become overwhelmed because many times we just don’t know what to do with the emails, so they sit and fester in the inbox.

The biggest mistake people make with emails is they don’t convert their action emails into tasks.  Stop treating your inbox like your to-do list!  First, it’s much easier to create a task – with appropriate deadlines and reminders – so that you can be sure you’ll get the action done.  Second, it’s very difficult to even KEEP your inbox as a to-do list.  If you have 3000 emails in your inbox, are you saying you have 3000 to-dos?  This is overwhelming so what do we do – we ignore them all!

Want to know what to do with EVERY email in your inbox?  Simply apply the 4D’s:

The 4D’s are:

  1. Do it:  If replying to an email will take less than 2 minutes, then do it now!
  2. Delete it:  If you’re 99% sure you don’t need it, delete it!
  3. Delegate it:  Who is the one really responsible?
  4. Designate it:  Create the task, or add to your calendar – designate the time to complete it!

Email doesn’t have to be the bane of your existence.  If you treat it like the tool it is, email can actually HELP you be more productive!

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4 comments on this post.
  1. Stephen Coon:

    We can all learn from articles like this one. I know that deleting emails can some times be dangerous but really it is the best thing to do to keep organized. I think I will go delete a few emails right now! :)

  2. Brenda@MyParentingCoach.com:

    Gmail has some great tools that help me keep me organized. You can easily label your email and archive it. For example if I am collecting a bunch of emails about how to write a great article, I can label them and archive them. When I am ready to read them I just click a button and they appear. This is a great way to keep my in box clean:)

  3. Thidarat Luangon:

    Thanks for 4D’s tips

  4. Charlie Martin:

    Diane is right on the money when it comes to controlling email vs being controlled by email. The 4D’s are a great help. I have also attended Diane’s Outlook class and have immediately begun freeing up time and energy to focus on other aspects of my commercial real estate brokerage business. Thanks again Diane.

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