Achieve E-mail Zen:

• ·        Don’t check your e-mail box first thing in the morning. Also, don’t have it constantly on. This is a tip offered on many blogs, so there is nothing new here. Checking e-mail first thing will keep you stuck your inbox for quite a while. Instead, do all the important things for the day, or at least the things that you’ve been procrastinating on the most. Then, check your e-mail. The problem with constantly checking e-mails throughout the day is that it distract you from work and you are unable to focus on the task before you. Check once an hour, or better, according to your needs.

• ·        When you check your inbox, deal with each e-mail right away. Make an immediate decision on what needs to be done with each e-mail.

• ·        Is it junk or some forwarded e-mail that you will never read? If so, immediately send it to trash.

• ·        Is it a long e-mail that you just need to read for information? File it in a Read folder (or tag it Read and archive) or print it out to read later.

• ·        If the e-mail required action, make a note of the action on your to-do or getting things done (GTD) list for later. Also, make a note to check the e-mail for additional information if necessary. At this point, archive the e-mail. Later, you can easily find it when you need to do that task.

• ·        If you can respond to it in a minute or two, do so immediately. Don’t put it off. If you wait, you’ll end up with a backlog of e-mails to respond to any you may never get around to it. If possible and appropriate, respond quickly with a short note and send it right away. That way, you appear responsive and on top of things.

• ·        If you need to follow up on an e-mail later, or are waiting for a response, note it on a “waiting for” list. Don’t just leave it in your inbox as a reminder.

• ·        It often helps to have as few folders as possible. For instance, one labeled “Archive”. After you respond to an e-mail, or finish reading it, and it doesn’t need a response or a follow-up, just like it as an archive. You can also add a Read folder if you want. While it is not the most eco-friendly tip, you could print longer e-mails to read later, during lunch or while waiting for something. Many people have an “Action” folder or a “waiting For” folder. A manageable inbox is important not only because it looks clean, but also because it is less stressful and frustrating. Managing your inbox is the only way to achieve “e-mail Zen”. Having your e-mails split among too many folders is not the answer; you can have them in one or two places as the search features is always there. The formula to keep your inbox manageable is simple-all you have to do is organize your e-mails so that you don’t have unnecessary clutter in your inbox and respond to all e-mails that need your attention.