The Tipping List

Managing the Email Deluge: Part 1

How to stay on top of your inbox

By: Michele Woodward

Aack, e-mail! It was supposed to make life easier, but it's often just one more thing on our to-do lists.

The problem with e-mail is twofold: first, there's too much of it in your inbox (we'll call that inflow), and second, you have to decide what to do with it (outflow). To help you manage, I suggest you borrow a medical process known as triage, which is to identify and manage the most acute cases - that is, those in need of immediate attention. Here's how to triage the inflow:

1) Use three e-mail accounts. One for business, one for personal use, and one for online ordering, games, quizzes, etc. (most spam will trickle into the third account). This allows you to spend quality time on your business e-mail, some time on the personal e-mail and little or no time on the junk e-mail.

2) Use e-mail folders. Many e-mail programs allow you to change your settings so messages from a specific sender or that contain particular keywords, are automatically sent to a folder. Setting up a priority system with your e-mail folders helps you focus on what's acutely important and save the marginally important for another time.

3) Don't read your e-mail all day long. It's a trap to have your e-mail program open all the time. Check your messages first thing in the morning, at midday and at the end of the day. I know, I know - you work in a culture that prizes your always being available. But think of it this way: Setting boundaries around reading your e-mail gives you time to actually work.

Next week: Triaging the outflow

Michele Woodward is a master certified life coach and the author of Lose Weight, Find Love, De-Clutter & Save Money: Essays on Happier Living.