- First, clean up.
Move all your current emails into a folder and name it ‘pre-cleanse’. If you haven’t dealt with these emails now, chances are, you are not going to. Set the folder to archive in 6 months. Now with all excess email out of the way, start to manage your email on a daily basis, getting strict with deleting and dealing with it. Try and keep only the email you’re currently dealing with in your inbox. Set up folders to organise yourself in a way that suits you.
- Apply the 4Ds
for every mail item that arrives.
Here are the 4 D’s.
- Do it – if it will take less than 5 minutes, reply or forward it, then file or delete it.
- Delete it – get it out of your mailbox – you don’t need the clutter. Create a folder called ‘read later’ and pop emails in here that you wish to read but will delete.
- Delay it – set a flag or create a task or calendar item by dragging it straight onto the calendar or task icon. Set designated time in your diary to complete it.
- Delegate it– this could be as simple as forwarding but by assigning a task, it remains in your control and you can keep track of where the task is at and when it is completed.
In just a few quick steps and with the creation of a few new folders you can easily apply the 4D’s to your outlook emails.