Empty Your Email Inbox, Fill Your Productivity Tank: Practical Tips Inside

Is it really possible to empty your inbox? The answer is … Yes! Follow these suggestions and you’ll be pleasantly surprised how much time you’ll gain and how productive you will be.

In many cases, you are the only one who can determine how much email is too much; some companies set limits. I sometimes work with people who say they keep all email “just in case” – they may have thousands. Others feel they want no more than what they see on a single screen. Then, a few of you out there are happiest when you reach inbox ZERO, an empty inbox at the end of each day.

While there is not an exact number that will work for everybody, try to view your email inbox as a train station platform, not a storage facility.

A few tips before we begin:

• Set aside time to open and process your emails. Have a timer nearby to keep you focused.
• Decide to decide. Commit to making a decision on each email and see how quickly it can be done. Delaying decisions creates havoc in your inbox.
• Set up folders for the major job functions in your job description as well as a place for administrative records and general reference

OK. What do we do with each email?

Try the "Four Ds for Decision-Making" model. This valuable tool eliminates a lot of the guess work. (Source: Microsoft).

1. Deleting

2. Doing

3. Delegating

4. Deferring

Delete it. Good news. You can eliminate half of the email you get by asking these two questions:

 “Must I keep this?”

 “Is it available somewhere else if I need it?”

Do It Now. “Can I do it in less than two minutes?" If your answer is yes, then do it now. This might include:

 Sending a quick reply

 Printing meeting materials

 Making a quick phone call

Delegate it. If you can delegate it, do so right away, and:

• Be clear on the action you are requesting

• Specify the date by which the action needs to be completed

• Have a system for follow-up, if necessary

30% of email can be handled on the spot by doing or delegating.

Defer it. Since some email will require action taking longer than two minutes, you can do one of three things:

1. Add the action to your task list with a progress date

2. Use Google's reminder feature or Outlook's drag-and-drop to Tasks

3. Enter the action on your calendar on the specific day you will start work

20% of email falls into this category.

The Four Ds are a sure-fire way to reduce the emails in your inbox. The key: act on each incoming email.

Divulge your stats in the comments below. How many emails are currently in your inbox? How many are you comfortable with? What’s your “magic” number?