For many of us email management isn’t always a top priority, but perhaps that is something we need to change. By doing so, you can cut the clutter; reduce your stress and delegate tasks to your employees and coworkers.
One of our team leaders utilizes a method he calls the 3D method and says if followed correctly it works wonderfully.
First D: Delegate. Should you receive an email and run in to a scenario where you either don’t have time or you know of someone who is better suited for the task, delegate the email. Prior to doing so, ask yourself “Can they handle it?” If your answer is yes, send it their way, if you hesitate to answer the question find another team member.
Second D: Delete. We all receive emails about someone having a baby or a birthday. You offer your well wishes along with 35 of your coworkers. Next thing you know you are receiving numerous alerts with animated GIFs. Get rid of it and carry on with your day. I’m guilty of leaving those emails in my inbox, forgetting they exist and moving on. They just build up and serve no real purpose. Reducing clutter will help lower your stress level.
Deleting an email also serves as a mini to-do list. You’ve read the email, you’ve either delegated the task or you completed it yourself. Check it off your list-or delete it.
Third D: Decide. Decide what to do with the email, do you delete or delegate? Should it be read now or later? Setting up filters, such as color-coding, can help make this decision easier and quicker. You can set it for specific groups of people, subscriptions, and level of importance. For example, if I create an orange filter for the management team, blue for subscriptions and green for clients, my inbox may have 1 orange, 3 blue and 3 green. I can see right away which email needs to be handled immediately and which can wait.
These are some simple tips and tricks that work for us and keep us on track during our day. You might have a different system that works for you, and, that’s fantastic. Let us know what you’re doing! We’re always open to suggestions, tricks and tidbits.