Inbox zero

computing
1

Recently I was chatting with some folks near a table which had coffee and pastries on it.

Someone mentioned they had approximately 35,000 unread email messages, and I mentioned that is “data hoarding”. It was meant to be comedic, but after review I stand by it as an observation. :slight_smile:

If you had 35 - 70+ bags of unread mail, folks around you would be concerned. And there would be practical methods to deal with it! So here are some notes on doing the same with email. :+1:

2

Here’s an outline of how this works. Keeping all of it in mind is useful when getting started, because each piece works together.

  1. Consider each email message a task to be done
  2. Process each message; there are a handful of things to be done: delete/archive, reply, delegate, do the thing immediately, defer
  3. Set a schedule, and don’t check email except at those times
  4. Minimize: don’t give out your email, and opt-out of everything

When I checked my mail this morning there were 8 messages. All of them were informative, and required no actions on my part, so I removed them from my inbox. I will not check my mail again until tomorrow. :sunglasses:

3

Each email message is a task

Think of each email as being a task you need to do, at which point it is no longer in your inbox. :tada:

This also requires you stop using your inbox for other things:

  • instant messaging; use an instant messaging system instead
  • project management; it is better to manage projects in a system that matches the participants, and no one benefits from having to check their email to move forward for a project
  • file/document management; email attachments are not the way, friends
  • news feeds; learn about RSS and stop signing up for every update

Some of these require shifts in how groups use email, and are definitely difficult to affect positive change; I get a lot of frivolous email from groups that I am compelled for practical reasons to not block. It happens. :person_shrugging:

Fortunately, because of the over all system, even those are manageable on a daily basis.

4

Process each message: make a decision

The idea is to decide what to do with each message, and there are several common things that applies to the majority of email messages:

  • Delete or archive it if the message is not needed for anything.
  • Reply if the message requires one and you are able, do so immediately.
  • Delegate to another person by forwarding the email and ensuring the recipient understands.
  • Do the thing if it only takes a few minutes; for instance, when I get a plugin updates email, I just go and run the updates, done.
  • Defer until later; pro-tip: use an external system for deferring tasks.

You should delete or archive all your messages, after processing them. If a reply comes in, it will return to your inbox, and if you archive the message you will be able to search for it later. :+1:

Here’s how I do this, in order of least amount! :smiley:

I rarely delegate email. As a freelance ethical technologist I’m often the target of delegation. :sweat_smile: If I need to work on something with someone, I normally use one of my many forums to coordinate, which will have better tooling for assigning, etc.

I also rarely reply to email! I write to humans all day long, for both technical and very human reasons, but it is not via email! Again, forums and instant messaging covers that.

I sometimes have to defer a message, as it will take more than a few minutes to accomplish was needs to be done. Here’s what I do: I write it down on my todo list for the day, which is on a notepad in front of me. And then I archive the message, if I need it for reference or reply once done.

I always do the thing, if I can. That’s what the bulk of checking email is for me, doing a bunch of things to clear out this queue of tasks.

And I always delete or archive my messages. If something is important for reference I actually forward it to one of my forums, where I can assign a task to myself or include other people to help accomplish whatever. That task is now in a better system, and my email is very manageable.

5

Process email on a schedule

It may seem impossible now, but once you get into the routine you will be able to process your email quickly, meaning less time using the inbox.

Some people have job roles that require constant email inbox checking, but if you don’t there is no reason for you to check your mail more than a couple times a day.

I check my mail twice some days, and once most days. I move tasks I need to do into my task list, so there is no reason for me to check back in unless I’m finished doing a thing, but there is almost always a better way to communicate that than an email. :smiley: