You probably spend a large portion of your work day “doing email”. An average office worker receives about 100-120 email messages a day and sends about 30-40. If you spend just one minute reading or writing each message, that adds up to over 2 hours every day. And for some people it is much more.
How many messages do you have in your Inbox right now? Do you feel that it is well organized? Is it easy to find things you are supposed to work on or keep track of? Do you use your Inbox as a To-Do list?
Once you have more than a few dozen messages in your Inbox, it becomes very hard to scan through it. You might be missing important issues, just because a message scrolled out of sight. You might feel that email piles up faster than you are able to deal with it.
We are not going to try to convince you to use a complicated system that would take over your workflow (and your life) but require just as much effort to maintain itself. Let’s try a very simple approach.
The most important factor that will help you gain control over your email is reducing the number of messages in your Inbox. That is it. Try using that one principle and see how much easier your email life will become.
Do not use your Inbox as storage for older messages. Do not use your email as a To-Do list. Your Inbox should only hold a handful of items you are working on at any given time.
That is a goal. We know it may take a while to get to it. Let us talk about a few strategies that will help.
Here are two simple strategies to reduce the number of messages in your Inbox:
A few more details on how to implement these two strategies:
SimplyFile will not try to make you use a certain methodology. It will not make you maintain a complicated time management system. SimplyFile will adapt itself to the way you work and help you feel that you are in control of your email, your work and your life.
If you are not filing messages into folders out of the Inbox, you know how much pain it is to deal with a huge mailbox. Hopefully after reading this page you will start filing.
If you are filing messages using drag and drop and have more than a handful of folders, you know that it can easily take five seconds or more to file each message. You have to navigate the folder tree to find the right folder, then drag and drop the message into that folder. And what if you miss the folder? You would have to go find the mis-filed message and re-file it.
Multiply five seconds by one hundred or more messages you receive each day. That adds up to almost ten minutes of drag and drop each day. Fifty minutes per week, easily. Over three hours a month. Almost a full work week every year. You can see how our “at least 30 minutes a week” claim is rather conservative.