Episode Summary
In this practical and actionable episode, Niamh Moynihan tackles the stress and overwhelm caused by an out-of-control inbox.
From organising your emails to drafting thoughtful replies, Niamh shares her step-by-step guide to transform your inbox into a productivity ally instead of a source of dread. Whether you're drowning in emails or just looking for a better system, this episode has you covered.
Key Takeaways
Reframe Your Inbox as a Tool:
- View your inbox as a conversation tool designed to support collaboration—not a stressor.
- Focus on the purpose of email: effective communication with those not physically present.
Organise Your Inbox with Four Folders:
- Filed: For emails older than two working days—move them here to clear your inbox without deleting them.
- Drafts: For emails you’re working on but need more time to refine.
- Sent: Use this as a record of your communications.
- Holidays: For emails received during time away from work, keeping them separate from current conversations.
Master Inbox Management:
- Sort by From to prioritise messages from key contacts.
- Sort by Subject Line to group related topics for more focused responses.
- Group emails by Conversation to identify active threads requiring attention.
The Power of Drafting Emails:
- Draft replies to organise your thoughts and avoid the cycle of rapid responsiveness.
- Use drafts to craft clear, thorough messages that reduce unnecessary follow-ups.
Separate Real-Time from Backlog:
- Move emails received during time off into your Holidays folder.
- Address them systematically over time while focusing on current priorities.
Upskill on Email Tools:
- Spend 10–15 minutes every month exploring features or updates to your email client. Leverage tools to work smarter, not harder.
Practical Tips from the Episode:
- Create a Filing System: Use folders to categorise and manage your emails for clarity and efficiency.
- Set Intentions for Conversations: Treat email exchanges as meaningful discussions, not transactional messages.
- Learn Your Tools: Familiarise yourself with email client features to streamline your workflow.
Until next time, stay well and have a better workday.
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