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Some of this ideas are from Lars Pind’s great Screencast ‘Control your Email Inbox‘. (not free, but worth the money)

Note: These Tipps apply to GMail. I’m sure you can still benefit from those Ideas, but there’s simply no better Email Client out there thats that fast and powerful – although it’s a web app. (I don’t like Outlook, and Apple’s Mail.app is crashing far too often; you could give Postbox [Mac/Win, free] a try)

The Basics

• Have ONE PLACE for all your mails. Use GMails account-fetching or forward your other mails. Checking one account is enough work. You need the separation? Make filter+folder.
• Use a future-proof email address!
• Disable any Email notification apps/sounds/bubbles – they distract you from your work.
• Check your Email, lets say, two times a day. At noon and 4pm.
• Don’t live in your Inbox!

On checking email

• Checking email is a scheduled activity
• Leave your inbox empty each time. (Really! Inbox zero is such a relief!)
• Close your email app when you’re done.
• Don’t start your day with email. At least not, if you’ve some real work to do. Don’t let others control how to spend your time! (That was a hard one for me!)
• Apply the two-minute-rule. If the action required in the mail takes you less than two minutes, do it. If it takes longer, star it and do it later.
• Can you delegate it? If so, forward it, put it into the @Waiting-folder and be happy

Why is it so hard to NOT check email? You really have to break your habits. There won’t be any life-changing mails, nor you’ll more efficient because of multitasting. Many people just go to their mails because they’re bored. (I’m one of them…)

On writing mails

The clearer your email messages are, the more likely you are to get the result you want in a more timely fashion-whether it’s a response, a completed task, or an informed recipient.

Folder-Basics

• You need a system that works for you. And for that you definitely need folders.
• Use GMails Archive-Feature. Stuff that you no longer care about, just archive. If you need that mail anytime again, you’ll find it. GMails search is great!

Folders!

• Action: Stuff that needs action from you. You could make a folder here, but why not simply use GMails Star-Feature. Star them, then Archive them. They show up in the Starred-Folder. If you finished the thread, simply unstar. Check your starred folder at least daily!
  Again, GMail likes you. There’s a lab feature for even more stars, I use it to priorize the actions:
• Waiting: Mostly your sent mail. If you write someone and you are waiting for an answer, put your mail there. This works as your external brain, if it’s there, you don’t need to remember and can let go. Feels good.
• Tickler! Yeah, David Allen influenced this once again. Put things in there you need anytime soon. Like a flight ticket or a mail you need on a specific date. Archive when no longer required.
• Notes: Things you need to remember all the time.
• Receipts: Stuff from Amazon and other purchases.

These are the most important folders. Still, you probably need more custom ones. For example, I have various filters that automatically move mails from TUWIS (university stuff) into an TUWIS-Folder, skipping my Inbox. Once in a while, i scan the folder and archive everthing thats not interesting, starring the rest.

Don’t have too much folders! Sooner or later, you have to look in those folders, and the more you have, the more time they’ll cost you.

You want more? Become a GMail Ninja!

Related posts:

1. On project management
2. Improve Coding Productivity
3. About voice recognition