The Secrets To E-Mail Nirvana

You crank up your computer every morning, click to your e-mail and--whap!--a slew of messages demands attention.

E-mail can be a great tool, but many misuse it, turning what should be quick, easy communication into a laborious, time-consuming management chore.

"Many people use the inbox as a to-do list, calendar and filing system," says Mark Hurst president and founder of Creative Good, a consulting firm in New York. "File some messages and delete most of them, but without a doubt, don't let anything stay in your inbox permanently."

Hurst says effective e-mail management is built on filters, filing and ruthless use of the delete key.
He offers this distinction to better define the problem: The number of new messages received each day is "volume" while the number of e-mails sitting in the inbox is "message count." The second is the key measure of effective e-mail management.

"A user who gets 100 messages a day may not be overloaded at all if the message count is low," Hurst says. "Conversely, a user who gets ten e-mails a day may be overloaded."

If the number of messages stacked in the inbox becomes too large and difficult to manage, you're overloaded. The e-mail system then becomes a black hole rather than a productivity tool and your output will suffer.

"If overload is the problem, then removing the load is the solution," Hurst says in a special report, "Managing Incoming E-mail." "Here's how to manage incoming e-mail: Keep the inbox empty--clear out incoming e-mails before they pile up or you lose your ability to manage them effectively."

But there's just one catch and, unlike catch-22, it's not the least bit philosophical.

"It may be a simple solution, but it's not easy," Hurst says. "Achieving simplicity--or emptiness, in this case--takes time and continued improvement. It's difficult but better than drowning in e-mails and becoming less effective. Only an empty inbox will allow users to take full advantage of the benefits of e-mail."

The first step is deleting all spam. Never reply to spam because the spammer will know your e-mail address is active and sell it to others at a premium. The result: more spam.

Next, read all personal e-mail from friends or family and save selected messages as needed elsewhere on your computer or print out important notes. It might be a good idea to check your personal e-mail account at work and use it to chitchat and exchange goofball jokes with your lunatic friends while reserving your company account for (gasp) work-related items. Admit it: This would sharply reduce the volume of incoming mail on the company e-mail system.

Hurst says messages should be sorted by date with the oldest message at the top of the list. Each message should be opened and the appropriate action--filing or deletion-- should be taken quickly. This will prevent the accumulation of a 500-message stack in your inbox.
Hurst says newsletters should be read or scanned quickly, but never filed because then you'll have two cluttering up your inbox when the next arrives. FYIs, or non-actionable information such as an answer to a question or notification of an event, should be read quickly, filed if necessary and deleted as soon as possible.

Hurst urges use of the "two-minute rule" for to-dos. If the task outlined in the e-mail takes two minutes or less to complete, even if it means getting out of your chair, do it immediately and delete the message.
If you're way behind in managing your e-mail, Hurst recommends a ruthless cleaning out of the clutter in the inbox to allow users to manage e-mail effectively with just a few minutes work each day. It may take several whacks to get through all the old junk, but once it's cleaned out, it's done and future management of the inbox can be handled in just a few minutes each day.

E-mail arrives throughout the day so it's impossible to keep the inbox empty at all times. Hurst recommends dealing with e-mails as soon as possible after each arrives or setting aside a few minutes several times a day to complete the task.

"Users shouldn't let an inbox go more than one business day without emptying," he says.
Filters will screen out most of the junk. For starters, Hurst recommends setting up your filter to accept mail from everyone in your address book. Suspected spam, including any e-mail containing viruses or unknown attachments, gets sent to purgatory--a folder for suspected junk mail from unknown senders. Any e-mail with three or more consecutive exclamation points gets zapped. Set the filter to automatically delete any e-mail containing raunchy words you'd expect to find in sexually explicit spam.

Have the filter kill any e-mail with "adv" in the message line. Expand the list of subject lines to kill starting with obvious pitches such as "Free Long Distance," "Find background info about anyone," "Quit Smoking" and "Be your own boss." Compiling the list requires some thought because many spam subject lines appear in legitimate e-mail such as free, mortgage, university, diploma and life insurance.
Software will thin the thundering herd of spam seeking to graze and fatten your inbox, but it's not the final, or best, way to manage e-mail.

"'Delete' is one keystroke," Hurst says. "I don't know what's easier than that."

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