How to Batch Process Emails
How to batch process emails for maximum productivity.
There’s nothing worse than returning from the weekend (or vacation!) and seeing the number of emails in your inbox. Unfortunately, sometimes the number is so high that it can become overwhelming, which causes you to avoid handling it altogether. The one process that has worked for me regarding email management is ‘The Five D’s.’
Do – The first “D” is for emails you can immediately address. If the email needs a response and you can write it in two minutes or less, just get it done. But, of course, two minutes doesn’t allow you to craft a thoughtful reply, so only take this approach for concise responses.
Delete – This should be the default option. Most email is pointless, and keeping those emails is a waste of time and space. Get rid of spam and stop letting it clog up your inbox. Ask yourself if you will ever need to see this email again. If not, drop it in the trash and move on.
Deflect – If you’re not the ideal person to handle this email, pass it over. Delegation is not just for managers. Delegating can be challenging, but if someone else can do a task 80% or more than you, give it to them. A helpful phrase is “there’s no need to CC me going forward,” which helps reduce the traffic in your inbox.
Deposit – If the email contains valuable information, file it. Create folders for essential projects and topics. Then, stuff it in the Misc folder we made earlier (or archive it in Gmail).
Defer – If you need to do some thinking (or some actual work) before replying, or if the email takes more than 3-5 minutes to respond, create a TODO list item. Then, file the email so that you can refer to it later. If an email requires deferral, move it out of your inbox and into a “parking lot” folder.
Everyone wants an empty inbox. Using this method, you can achieve that. You have to live outside your inbox and make deliberate decisions with your time.
It doesn’t matter how many emails you have; you can use the Five D’s to batch your inbox in 30 minutes or less. I highly suggest giving this a try whenever you leave the office for an extended time.