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Rising Star
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Strategies I use:
- apply a category filter to emails from specific clients/teams so it’s easy to filter/see the tag
- color code your calendar (e.g. client, internal, recruiting, social, etc.)
- if an email is important but subject isn’t helpful, I forward email to myself and change subject line to something I’d search by association (easier to find the thread)
- delete spam/unnecessarily emails asap
I programmed quick links that automatically assign tasks which I use outlook for while simultaneously moving the message into another folder so my inbox is empty. If the task is under 2 minutes I do it immediately instead of assigning it to myself. I keep the task view on the right pane. Those are organized by due date. I block of calendar time to do deep work.
SM1: Wow, any LinkedIn/YouTube courses you’d recommend for this?
I never create folders anymore.
Look up GTD for Outlook like with Control Your Day.
It uses search folders to sort info into action requirements or deadlines and gets the noise out if the inbox.
Takes some time to get it set up, but once it is, it's SO helpful.
Did you need to pay for it? Looks helpful!
I organize emails by name of each key stakeholder that I interact with daily. Helps me find specific emails and find old conversations easily.
Fair enough. Whatever makes it easiest to find key information! But yes, non value added.
Nope. EY has the course for free on Udemy and also you can find the videos for free (somewhat dated) if you look.
Rising Star
…Oh, I learned the hard way about creating rules to autosend potentially important mail directly to folders. I would overlook them - so I don’t do that.
Noted LOL. Sounds like a painful learned lesson.
Lots of rules:
- everything newsletter style gets automatically sorted in a designated folder by topic. Some stuff such as automatic mails fron the expense system I also automatically mark read, so I even see them come in at all.
- Disabled the notification preview and sound for all mails, only the little symbol in the tray. Made a rule to make proper notifications for important stuff ( my partners, projectteam, client domain)
- and then I keep all mails i still have to dos on in the inbox and sort them in folders by topic one finished. For larger tasks once the task is on a ToDo List and the needed input extracted fron the mail. Aim is that I dont need to scroll in the inbox view - if I do, I am behind.
- automatic categorization so I see what is what
- sometimes mails from people expecting prompt response on everything are automatically flagged so I know i need to react there quickly
Well it evolved over time. Whenever I get an E-Mail that I don’t really want to handle manually I invest the three minutes to make a rule for it rather than dealing with it manually
I just rawdog that thing - I have an inbox and a sent box. The list I do is I’ll double click on emails I need to action so they become pop-up windows, after I action I close the window
Honestly fine - been doing it like this for 10 years now, have my Deloitte outlook and then my client outlook in the browser and my Army Reserves outlook in another browser, do it this way with all of them and stay on top of things really good
I use tags and folders to manage the influx of emails. Folders for teams or projects that I am working on. Tags are a great addition to include further details for when you need to pull up relevant material that you forgot existed. Feel free to use multiple tags as well. E.g. email #837356 features back and forth dialogue on discovery. You archive it in the project x folder with the tag Q&A.