In the fifth of a series of five articles, Jacqui Hinchliffe of Business Computing Skills discusses how to manage your emails. Previously Jacqui introduced the four D rule for managing email.
This final article discusses rule number 4: Do It Now
|1. Delete||2. Diarise||3. Delegate||4. Do It Now|
Productivity is determined by how effectively you process the inbound flow of work. Your email account is often the hub of your workflow so it makes sense to start looking here for efficiency. You need a system that enables you to get the most amount of work done while minimising the amount of time spent on unproductive tasks.
The Four D Rule is a great way to start systemising your email management. We’ve introduced a few of the practical steps you can take to get this system working for you. Our articles have focused on the use of MS Outlook, but the techniques can easily be adapted for almost any email client or web-based email account. See our previous article on Delegation here.
The Last of the Four D’s: Do It Now
Remember around half of your (non-spam) inbound email can be deleted immediately. With the other half ask yourself this question: ‘Can I complete this within two minutes?’ If the answer is yes, ‘do it right away then delete the email.’ Leaving mail in your inbox to re-read and action later, or file it elsewhere is simply inefficient.
If you’re using MS Outlook 2010, the Quick Step feature enables you to perform multi-step tasks such as replying to an email and deleting the inbound email with a single click or keyboard shortcut.Details