Techniques to keep control of your email
Finding time for flow requires some way to handle email effectively. In this video, you can learn about the techniques I use to keep control of email even while it builds up and how I process email rapidly (yes, up to 1000 emails in an hour) with a few simple techniques.
In a nutshell, the techniques I use to keep control of my email include:
I usually process emails once a week and scan emails the other days (which is much faster but still keeps you on top of important things - especially with your VIP email folder). I scan my emails only twice daily - in the morning after my deep work blocks (~11 to 11:30 am) and the afternoon before my shutdown ritual.
A quick note about VIP emails in non-Apple Mail systems: this is the “Important” email folder in Gmail. In Outlook, you will need to “favorite” contacts, and then you can see their email in the Favorites folder in your inbox. For other systems (like MailMate) which can’t access VIP from your contacts, I create a smart folder that shows emails from people I have emailed - this is a reasonable approximation.
It would help if you also considered using different emails for different contexts (I call these my smart buckets in the video). Most people have work and personal emails, which is very helpful. Consider also having an email for community volunteer activities or sports teams. These separate email accounts will let you more effectively batch your email processing to the time allocated to that context.
Some more advanced techniques are required to avoid becoming bogged down when processing your email. I’ll be working on these in order of most interest, so let me know which are most important to you.
We’ve also got a checklist you can download that describes the key steps you need to apply this yourself.