Don’t let your inbox manage you let

Reply, forward, tag, file, archive… Doesn’t it all feel pretty endless? Well that’s because it is! Getting lost in the abyss of our inboxes has happened to all of us. And since you’re here, it’s likely happening to you right now. Which is why we have put together a few simple tips for staying on top of your inbox, following the four Ds rule! With a clear process, managing your inbox becomes a walk in the park.

1.  Delete: the sheer volume of emails we receive are simply overwhelming. A report from Adobe's annual survey states that, ‘we spend an average of five hours a day dealing with work emails’! And of course we find it difficult to let go of those emails, it’s that thought of ‘I might need this someday’, but if after 2 weeks, that newsletter still hasn't been read, then it's likely it never will, so lets unsubscribe and delete it. 
2. Do it: If it takes less than 2 minutes to complete, then graduate it to the top of the priority list. That’s reminder emails, invitations and promotions. They take little time and brain power, so let them jump to the front of the queue. However, It's really important not to consistently interrupt the workflow to open emails, as getting into the headspace for ‘deep work’ becomes next to impossible. We recommend scheduling email check ins. 
3. Delegate: as much as we wish we could do everything ourself, it just isn’t possible and it's definitely not an effective use of time. Simple tasks deserve to be handed over, such as booking in meetings. It’s easy to delegate,  just set parameters (Mondays and Thursday between 09:30 and 15:00, with a 30 minute rest between), then have a VA book in the meetings.
4. Defer - reacting to any and everything that comes into our inboxes, will sentence us to a life in inbox! The pressure to be responsive is ingrained in us, we have set our default to respond ASAP. But if it’s too important to delete, too demanding to do now and only you can take care of it, then defer it. When we come across these emails we usually want to dig in right there and then, but  it’s a large demand on your time and focus. So accepting it’s okay to leave it until later is fine. Unless someone's life depends on it, the task can wait. We recommend asking Google or Alexa to set a reminder or if you use a browser plugin.

Gaining control of your inbox is liberating, as it gives you the mental space to do important work like problem solving or thinking creatively. 

However, having a clean inbox doesn’t always equal a productive day, it may mean that you have completed someone else's to-do list rather than your own. Using a system to organise and manage your emails will not only hold that increased cortisol production at bay, but it will give you the time to focus on the most valuable parts of your business. 

If you would like some support managing your emails and diary then get in touch with us today. 

 To see how Virtual Administration could benefit your business, simply get in touch today - we’d love to walk you through your options. 

“My only regret is not using Virtual Administration sooner. It’s a complete game changer and I’d never go back.”

— Will, Life Media UK

“Within 3 hours of working with me, Antoinette helped me feel calm and under control. A total asset to my business.”

— Andrea, Admire PR

“Antoinette at Virtual Administration has been the ideal support for my business, she’s creative as well as highly efficient. Highly recommended.”

— Oliver, Capability Consulting

“I don’t see Virtual Administration as an expense but as an investment. And the return on investment is phenomenal.”

— Sunjay, Lambardar Marketing