As promised, the last learning in our David Allen inspired productivity series is on Merlin Mann’s Inbox Zero system.
Merlin’s ‘Inbox Zero’ philosophy is based on one simple premise – Email creates stress. And the simplest way to remove this stress is by working smartly around it.
In the picture below, we have Merlin’s 5 folder email approach. This involves:
1. Delete: The more email sits in your inbox, the more it adds to stress. Take it out of your sight! Move to the delete folder.
2. Delegate: Pass it on to someone else in your team. This is delete – except you are passing the ownership onto someone else
3. Respond: Typically, this involves the ‘2 minute’ rule i.e. if it can be done within 2 minutes, get it over with!
4. Defer: For various reasons, you may want to keep it ‘on hold’. Move it to your ‘Defer folder’
5. Do: These are the emails that require action. File, organize into your ‘to do’s’, act, and then reply!
I’ve found Merlin’s ‘Inbox Zero’ an inspiration and have managed to maintain this over the past 2 years. I don’t strictly stick to his system and work with a simple ‘WIP’ or ‘Work in progress’ folder for my ‘Defer’ emails. On the whole though, I do sleep well at night knowing all my email is under control. And that adds a lot of value..
Here’s to email control, one step at a time, this week!
—
A Learning a Day 