If you get a lot of email — and let’s face it, web workers live in their email — it’s likely that you already use Gmail to handle your communication needs. But are you doing it as quickly and efficiently as possible, so you can get back to your real work (read: Twitter)?
Master the tools of your trade and you will soon be churning through your email like it’s butter. Crank quickly, and get out.
I get well over 100 emails a day, and I suspect I’m not alone in this department. But I respond quickly to each one (if necessary), and empty out my inbox each time. And with the help of some of the rules and tricks I share below, it doesn’t take me long.
Let’s get into it:
- Empty your inbox. Keeping your email overflowing, and you’re soon lost in a sea of undone tasks and urgent requests and unhappy people. It’s a chaotic jumble of confusion, and enough to overwhelm the best of us. Instead, empty out your inbox and keep it that way. When you process your inbox, go through it quickly, dispose of everything, and be done with it. Read on to find out more.
- Temporary zone. If you’ve got hundreds of emails in your inbox, the prospect of clearing that out is daunting. Rather than let this overwhelming task stop you, tag everything in the inbox “to clear” and archive it all (except perhaps the last few urgent emails if you’re ready to deal with those now). Then, from here on out, clear out all new, incoming emails. And schedule 30-60 minutes each day to clear out your “to clear” tag, disposing of each email in that tag as described below. Over the course of a few days (or a week), you should be able to get caught up.
- Dispose of each email. OK, you’re ready to process your inbox (or your “to clear” tag). Open each email, one at a time, and make a decision on what to do with it. Here are your choices:
- respond immediately
- tag it “@reply” if you can’t respond now (and archive it)
- delete it
- delegate it (forward and delete or archive)
- put it on your to-do list (and then archive), if it has an action in it that needs to be done later
- archive it if you need to refer to it later.
Those are your choices. Do one of those, quickly, with each email, and move on to the next. When you’re done, you’ll have an empty inbox!
- 2-minute rule. If it takes 2 minutes or less to respond to an email, do it right away, as quickly as possible. Most emails, I’ve found, only require a couple of sentences to reply. Do those now. If it’ll take some thought or more time to write a response, tag it “@reply”, to be replied to later today if possible, and archive it.
- Tag and archive. One of the beauties of Gmail is that there’s no need to file things in a complicated folder and subfolder hierarchy. The time spent filing is minimum. Tag an email (if necessary) and archive it. You can always use Gmail’s very fast search to find it later. Most of the time, I don’t even tag — just archive and search later.
- No reply needed. Not every email requires a reply. Learn to spot those instantly. It might just be an FYI email, which you can note and then archive. Or it might be something forwarded to you — delete or archive those immediately. Try to avoid responding to emails in which you’re just in the “cc” field, not in the “to” field. Replying to fewer emails means less time spent cranking through your inbox.
- Reduce your inflow. Do you get a lot of emails from mailing lists, or newsletters, or advertising, or regular things like that? Unsubscribe to as many as possible. You can drastically reduce the number of emails you receive, and thus reduce the amount of time needed to process your inbox, by stopping many of these automated emails. Also, if someone you know is sending you regular emails you don’t really need, politely ask them to stop.
- AHK. OK, so how do you crank faster? AutoHotKey’s text replacement feature is a great tool for doing that — from automated replies to multiple signatures, you can save yourself tons of valuable time by setting up a few regular keyboard shortcuts for text replacement. I use a number of different signatures, depending on who I’m writing to, and after setting up AHK’s text replacement for each signature, I can just type a few keystrokes and the appropriate signature is generated. For example, I have “wsig” and “wsig2″ for my two different jobs, and “psig” and “psig2″ for different personal correspondence, and “bsig” for my blog signature. Another great way to use AHK is to generate a few common replies that you email just about every day. I haven’t actually begun using this yet, but I’m beginning to consider it with a lot more companies emailing me personally asking me to try out their products.
- Keyboard shortcuts. Another invaluable tool for cranking. Using the mouse takes way too much motion (and thus time). Stay in the keyboard as much as possible, and your cranking skills increase dramatically. Gmail is great for this — it just takes a few minutes and a little practice to learn the shortcuts. There are a lot of great shortcuts (Go here for the complete list). Just a few I use a lot: “c” for compose, “r” for reply, “y+o” to archive and move to the next message, “tab+Enter” to send a message after composing it, “/” to search, “j” and “k” to move up and down the list of emails, “#+o” to delete and then open the next message.
- Filters. I have a couple dozen filters set up — this is possibly Gmail’s killer feature. For example, all comments and pingbacks in my blog go to my “@reply” folder, so they don’t fill up my inbox. Same with Google Calendar notifications. I also have a Monthly Challenge mailing list that I do every day, and those get shunted into their own tag and archived. Others get forwarded to the appropriate address, or deleted immediately.
- Killfile. I get a lot of email forwarded to me from people. I hate chain mails and joke emails. After getting a bunch of these from one person, I’ll killfile them. Just set up a filter with their address or name in the “from” field, and make “delete” the action.
- @reply: Set up a time each day to go through your “@reply” folder (or tag). If you can’t get to it when you process your inbox, and you tag it “@reply”, you should try to get to it sometime that day, so your @reply folder doesn’t get to overflowing, and you don’t become one of those people to whom I send an email and it gets lost in a bottomless void. Respond within a day, and people will appreciate it. Of course, if you don’t want to respond, just delete.
- Batch processing. It’s most efficient to do all your emails in groups, rather than processing them as they come in. For this reason, turn off your email notification. Set times during the day (2-3 times a day is sufficient for most) and give yourself 10-15 minutes to process your inbox. Do it quickly, all at one time, and get out. Of course, if one of those times is when you process your @reply folder, you might want to give yourself another 10-15 minutes on top of that.
- Email diet. The above tip may be difficult if you’re addicted to email. Go on a diet, if that’s the case. Go one whole day without even checking your email. If you do this, you’ll realize that the world doesn’t collapse if you don’t check your email. From then on, only process email during those 2-3 set times, for 10-15 minutes each time.
Share your own tips for cranking through Gmail in the comments.