E-mail is the easiest communication tool available to the corporate professional these days. Between “reply all”, “listservs” and “just checking in” emails, it is not difficult to see your Inbox fill up and spiral out of control. This phenomenon is compounded by Blackberrys, iPhones and PDAs where people can be accessible 24/7/365. It is impossible to escape from the constant barrage, or so it seems.
It is most effective for the working professional to “batch” their email readings and responses. Every hour, set aside some time to read and reply to your emails. Turn off your email notification in the meantime so that you’re not distracted from “veggies” by email “dings”. Color code your email rules so that you can know what emails you need to address first. For example, have all of your bosses emails be colored red. That way you know that you need to open, read and reply to those emails first. Have emails from friends and family be colored another way so that you know to read those over lunch or after you finish your “veggies”.
By using email rules, removing notifications and batching your reading/response time, you will be better able to control the deluge into your Inbox.