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How to (re)organize your email in 5 easy steps

Sarah · Aug 9, 2018 · Leave a Comment

Are you a person who doesn’t mind hundreds (or thousands) of unread emails in your inbox? Or do you prefer to keep your inbox pristine? If you prefer it pristine, do you ever find it hard to keep that way? Me too.

I deleted over 4,000 emails last week. 4,818 to be exact.

I know, you’re shocked. I was also. I’m a fairly organized person, and am generally someone fairly on top of my email organization.

But…it had been a number of months since I had done a thorough email inbox cleanup of my email. It had also been a few years since I revisited the process I used to read, store and organize my email inboxes.

In all reality, I wasn’t that disorganized. I had just let a few things slide and needed to revisit them.

And the best part? The deep cleaning and re-organization only took about 3 hours total, in 30 second to 30 minute increments over a few days.

Ready to experience that same success yourself? Read on…

Wow! These email organization tips are super simple. Can't wait to try them in my work Outlook and my Gmail accounts! #emailorganization #organizationtips #productivity #organizationideas

How to (Re)Organize Your Email in 5 Easy Steps

1. Consolidate email addresses

At one point recently, I was maintaining five separate email inboxes. This was too many. I set the lesser-used email addresses to forward to my two primary email addresses. I now maintain one business inbox and one personal inbox. Gmail has a handy feature that let’s you reply from each of the actual addresses, so the email receiver still sees my response as coming from each of the five email addresses.

Action Step: Review your email addresses. If possible, consolidate.   

2. Set up and review email folders

Within each email inbox, I have a number of folders to set up to file emails. This can range from very simple to complex, and is one area that I tend to update every year or two, as life and business circumstances change. This round, I simplified many of the folders, and removed several.

In one example, I had a folder for Recipes that I hadn’t looked at or added anything to in at least three years. I currently save all my digital recipes to Pinterest, in Evernote and/or in Plan to Eat. I didn’t even remember that I had a Recipe folder, and I certainly don’t look for recipes there. I reviewed this folder and deleted recipes I was no longer interested in making, or knew I already had saved elsewhere. I then saved the rest to Plan to Eat, Pinterest or Evernote, and deleted the folder once it was empty.

Action Step: Review your current folder structure. Create, edit and delete folders as needed. File emails based on your streamlined organizing system. 

Note: This was a perfect task to do in the limited 1-2 minute pockets of time throughout the day. If I was already near the computer, I quickly went to that folder, saved one or more recipes, deleted and went on. What could have been tedious in one long session went quickly and utilized time that would have otherwise been unproductive.

3. Use Gmail filters liberally and strategically

Almost all of my emails except personal emails are set to skip my inbox and automatically filter into Gmail folders. I had ended up with too many emails that should have been filtered landing in my inbox. I spent some time adding a number of filters, and now only have a few stragglers to deal with.

Action Step: Add filters to keep non-critical emails out of your inbox. 

4. Unsubscribe liberally

I use Unroll.me, which is a fantastic free service. But I also found that it gave me a false sense of control. I also realized that I very rarely actually opened the daily email digest – which means that all those newsletters and mailing lists that I thought were important enough to roll up, I didn’t think were actually important enough to read.I unsubscribed to a lot more newsletters, and took most other newsletters out of unroll.me so that they would get the attention they deserve.

Action Step: Unsubscribe from email lists you no longer need or use – liberally!

5. Delete archived email

This was the most satisfying step for me, but also the one I recognize as the least important. If you’re skipping any step, I would skip this one. As I was re-doing a number of my filters, I realized I had emails back as far as 2006 that there was no good reason to hang onto anymore – even if I did technically have the space in the inbox.

Now, a few thousand of those emails were in folders that really didn’t matter if they stayed or went. Gmail also has enough storage space that I could have left them for years and never run into issues. But I gained the same huge sense of satisfaction from knowing that I don’t have Nordstrom Rack sales emails from 2008 hiding in a folder as I do from cleaning out the storage shed of never-used items that are hidden from regular view. Yes, it may be a bit of an overachiever, but I’m okay with that.

Action Step: Delete old emails and free up inbox space!

What is your biggest obstacle to email control? What other tips do you have for staying on top of the email mess? 

Related Articles: 

  • Inbox Zero: Super simple email organization
  • How to quickly catch up on email after vacation
  • One way to effectively organize digital information

How to defeat information overload and reduce stress

Sarah · Mar 18, 2018 · Leave a Comment

Spouse, parent, employee, business owner, entrepreneur, friend, volunteer. How many roles do you play? And how much information comes along with each of those roles?

Alerts, news articles, checklists, emails, junk mail, bills, phone calls, text messages, meeting invites, fliers, forms…all of it “must do now!” and “read immediately!”

We live in a day and age of ever expanding information flooding into our lives from every direction. It’s an overload on the best of days and beyond daunting on the worst of days. FOMO is a real thing.

What if there were steps we could take to defeat information overload?

We can’t stop the flood, but we can take preventative measures to reduce our mental load, give information a place to go and decrease stress.

Great tips! I definitely need to do more of #4.

How to defeat information overload and reduce stress

1. Reduce the amount of information coming in

  • Unsubscribe from email lists liberally.
  • Add yourself to do not call lists.
  • Remove yourself from physical mailing lists.
  • Think about whether you really need to attend that meeting you were invited to.

2. Know when to admit defeat and start over

  • Triage your email.
  • Triage your digital files.
  • Triage your desk and office. Do a clean sweep of paper and other clutter. Quickly put away or purge.

3. Have a clear system for information that does come in

  • Organize your desk and your office.
  • Set up a system to keep your email organized.
  • Set up a system to keep your digital files organized. 

RELATED: 7 ways to save information for later (and then actually use it) 

4. Automate, automate, automate

What are you still doing manually that can be automated? There are social media schedulers, budgeting apps (my favorite), online bill pay, automatic email sorting rules, and more.

RELATED: Save time: automate your social media 

5. Delegate

For what you can’t automate, what can you delegate to another human? What are you doing that someone else could or should be doing? What can you assign to someone else or hire to be done for you?

RELATED: Do you really need to do that? 

6. Stop doing things

In addition to delegation, what are you doing that simply doesn’t need to be done? There’s an adage that the amount of work will always expand to the number of hands available to do the work. One of the reasons companies restructure and reorganize is often to identify work being done that isn’t critical. Maybe it was critical at one point, and the business has shifted. Maybe there was always a better way to do the work, but there wasn’t a compelling reason to change the status quo.

RELATED: How hard is it for you to say no? 

RELATED: Four keys to getting stress levels under control

 

Unless you move to the middle of nowhere and become a hermit, you won’t ever fully stem the tide of information. I haven’t. What I have learned is to use these techniques to make the inflow manageable. You can too. Pick one way to reduce information overload and get started today. When you’ve made progress, move on to the next. You can live a calmer, peaceful life!

To make it easier to defeat information overload, you can now download a PDF checklist to print, review, and come back anytime you need a refresher. Enter your email address below and get started now!

[convertkit form=5184582]

How to quickly catch up on email

Sarah · Jul 10, 2017 · Leave a Comment

I recently returned from an amazing, whirlwind family vacation. I looked at my email once or twice the morning we left, and then didn’t open it again until I returned to the office. It was glorious.

Until I realized there were over 400 emails in my inbox. 😳

This doesn’t just happen after vacation. Maybe it’s a week with endless meetings, extra time focused on a project, too much time on Facebook, or any other reason our email inboxes get out of control.

Regardless of the reason, 400 or 10,000 unread emails in your inbox is stressful.

Figuring out how to catch up on email while you’re also catching up on actual work can be challenging.

But it doesn’t have to be!

I once worked with a guy who, when he returned from vacation, would delete all emails and voicemails without looking at them. That’s certainly one way to catch up on email!

The first time I witnessed this behavior, I was in awe.

I’ve since heard it described as “declaring email bankruptcy,” or wiping the slate clean and starting over.

Email bankruptcy: When your email inbox is so overloaded that you delete everything and start over from scratch.

I don’t know about you, but there is no way I could ever have the nerve to do that.

In this particular co-worker’s case, a large percentage of his work was time-sensitive, meaning that 75% of his messages probably were irrelevant after any length of time.

The remaining 25% would haunt me. What was there? What if it was important?

His theory was that if it was truly important, the person would ask again. Considering that I never heard anyone comment about his work going unfinished, he must have been right.

If you’re like me, and can’t fathom actually declaring email bankruptcy, I’ve found an alternate solution that achieves the majority of the benefits, without any of the risk:

The “Archive all” function.

This “safer” alternative to declaring email bankruptcy removes all emails from your inbox, unclutters your daily workspace, and gives you the mental space needed to start fresh.

Bonus: If you truly need a piece of information from one of those emails, it’s there.

And unlike shoving stuff in a physical closet, most email accounts have enough space that this has no effect on storing or retrieving any other emails.

Quickly catch up on email with this easy organization tip. Even better, the same tips can be applied Outlook, Gmail, and any other email service, so you can use it both for work and your personal email. #emailmanagement #gmail #outlook #organizationtips #emailorganization #digitalorganization

How to use the Archive All function to catch up on email

In Gmail:
Practically speaking, Gmail makes this incredibly simple with the “archive” button.

1. Simply select all of your emails (select the button at the top)
2. Then hit the “Archive” button.
3. Gmail pops up a notification that “All 50 conversations on this page are selected. Select all 402 conversations in Inbox” (Obviously, this is my example, and 402 would show the total number of conversations you have in your inbox).
4. Choose to Select All and hit the Archive button.
5. If you really want to take a quick scan, you can archive by page with 50 at a time.

In Outlook, or another email client:
1. Create a new folder.
2. Label the folder “Archive.”
3. Select all the emails in your inbox (CTRL + A on a PC, or Command + A on a Mac).
4. With all emails selected, simply drag and drop over to the newly created Archive folder.

You can now start from a clean slate, with the ability to find any lingering email when someone asks you in the hallway, “Hey, did you get my email about XYZ?”

Need a simplified day-to-day email management strategy along with a vacation strategy? Check out this super simple email organization methodology.

Why I don’t strive for Inbox Zero: super simple email organization

Sarah · Feb 17, 2016 · 1 Comment

In any given work day, I receive 100-200 emails. Definitely not Inbox Zero. Some of you may be thinking that’s an insanely low number and some of you are probably overwhelmed by how high that number is.

During a busy workday, it’s not uncommon to have 20-30 emails come in while I’m in a single meeting.

This means that a clear email management process is critical.

If Inbox Zero isn’t the goal, what is?

Many people strive for Inbox Zero, which I found frustratingly elusive and quickly decided was not my goal. I think I’ve actually achieved Inbox Zero in a professional email inbox approximately twice in my entire career.

I only keep emails in my inbox that I need to take action on. My goal is to keep this under 10-15 emails, and I get very twitchy if it gets more than 50-60.

My goal is to end the day with fewer than 5 items that need action in my inbox, but it’s currently more common that I’m hovering in the 15-25 item range. A few years ago this would have appalled me, but in my current season it feels doable.

How to effectively organize your email without hitting Inbox Zero | strategysarah.com

How To Organize Email

My corporate email account only has three folders:

  • Followup
  • Archive
  • Reference (and these should technically all live in Evernote, not in my email!)

Inbox

As I mentioned, this only contains emails that I need to take action on. This includes unread emails (because at a minimum, I either need to read and delete them or just delete them) and any email that requires any type of action on my part.

For my corporate email, I also keep all emails directed to my inbox and scan/read and file accordingly. I have found that automatically filtering email tends to lead to an out-of-sight, out-of-mind mentality, and these emails get ignored. If you’re considering automatically filing an email, ask yourself if you really need to be receiving it in the first place.

Archive

The general archive doesn’t need a folder in Gmail, as it’s a built-in archive function that’s immediately searchable. In Outlooks, this is a manually created folder that emails get saved to (with the lovely drag-and-drop functionality).

Reference

Just what it says it is, reference documents. (Although, if I were following my own process, there shouldn’t be any reference documents living in email, as they should all be saved in either Evernote or Dropbox. I’m still a work in progress).

That’s great, you say. But how do I get my insane volume of emails processed and filed appropriately? I’m so glad you asked.

Email Management (including Triage)

The current volume of my incoming means that at the end of the day, I can still have 60-80 emails that need action on my part, even if that action is only filing. I try to take 15-30 minutes at the end (or beginning) of each day to review emails, take action on those that only need quick action and block time for those that need a longer response. This allows me to better focus on the task at hand knowing that a) there isn’t anything that needs my attention this.very.second and b) that I have time planned to appropriately respond to the messages that are there.

David Allen’s Getting Things Done method encourages responding immediately to any message that will take two minutes or less to answer, which is a great goal, but sometimes I have 50 messages and 5 minutes to review all so it’s not realistic to answer even the short emails in that time frame. Email triage is a great thing, even though you definitely need the longer follow up sessions.

Email triage on your smartphone is a brilliant way to use minutes waiting in line or for a meeting to start.

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Confession: I do have a love/hate relationship with email on my phone. Smartphone email makes it super easy to do the scan version of email triage, but it also makes it deceptive just how many messages you have when you see the 10 unread messages on your phone and then get to your desk and realize there are 85 messages in your inbox, you’ve just technically “read” most of them when you were scanning for urgent needs. I still think the benefits outweigh the negatives – as long as you follow up on your primary computer.

With that, I need to go finish digging out of today’s inbox…what email management strategies work well for you?

More about email:

  • Use Gmail filters to experience email bliss
  • 5 easy steps to inbox control

 

How to set up filters in Gmail and experience email bliss

Sarah · Apr 9, 2015 · Leave a Comment

On any given day, hundreds of emails can flood your inbox. On top of work-related emails, there’s the school information, Amazon notifications, bank statements and the endless, endless lists of promo emails that you don’t even remember signing up for.

It’s entirely too easy to miss out on the important information (I see you, library almost-due and overdue notices) with all the clutter.

Unsubscribing from non-critical information is one way to go, but often there’s that occasional email that you do want and don’t want to miss out on.

How do you easily remove the clutter to focus on what’s important – without ditching it entirely?

One super easy way is to set up filters in Gmail!

I have filters set to automatically send almost all of my emails to the relevant folder – automatically “filing” them away for me. It’s genius.

Learning how to set up Gmail filters has changed my life! It's so great to not have to sort through the junk to find key emails. #inboxorganization #gmail #organizationtips

 

 

How to Set Up Filters in Gmail

1. Select an email.

2. From the top menu bar, select “More.”

3. Select “Filter messages like these.”

How to set up Gmail filters #inboxorganization #organizationtips #email #gmail #workingmom

4. Create Filter with this search.

How to set up Gmail filters #inboxorganization #organizationtips #email #gmail #workingmom

5. Apply the label (you can add new labels here, or select from a pre-existing list).

6. Decide whether or not it should Skip the Inbox (hint: If it has a label, it probably should skip the inbox).

7. Check the “Also apply filter to [number] matching conversations.”

8. Click “Create Filter”

How to set up Gmail filters #inboxorganization #organizationtips #email #gmail #workingmom

9. Experience email bliss!

Setting up filters is a great one-time action that will save you time and energy every day moving forward. Take 5 minutes today and set up your email filters.

RELATED: How to quickly catch up on email

RELATED: Why I don’t strive for Inbox Zero: super simple email organization

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Welcome!

Sarah Parsons Hi, I'm Sarah and thanks for joining me! I believe that as working moms, we don't have to be exhausted trying to have it all. Sure, we juggle a lot. That just makes us expert project managers, problem solvers and simplifiers. And if you feel like you're not an expert at any of that, well, you're in the right place. It is possible to manage our time well and thrive - at work, home and play. Let's do this!
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This has been a game-changer for my afternoons! I'm so much more productive when I manage my energy and don't try to just power through the slump. #workingmom #manageyourenergy #timemanagement
31 Timesaving Tools, Tips & Templates | strategysarah.com

31 Timesaving Tips, Tools & Templates

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The views expressed on this site are those of Sarah Parsons only, and do not represent those of any employer or client past or present with whom I have worked.
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