I’ve been using email for 16 years, and it pains me to admit that during much of that time my Inbox was out of control and important messages were hard to find. Now, after trying several approaches and hearing the best practices of others, I think I’ve finally nailed down an efficient method that works.
First, what am I looking for?
- Simplicity and low overhead. Easy is good.
- Prevent Inbox clutter.
- Quick access to important messages.
- Filter out noise.
- Keep unimportant things around… just in case I need them.
I realized that the only way to prevent Inbox clutter is to be militant about it. Any slackening of rules will cause your Inbox to fill until you’re over your head in email. With that in mind, here is my approach.
A message can be in one of five states: New, Pending, Temporary, Archived, or ChitChat.
1. New - unread or undecided
New messages are those that are brand new (unread) and those that you haven’t yet read carefully enough to find them a home. Nothing stays new — if you have a spare minute, you can always move the next new message to another state. Thou shalt not twiddle thy thumbs if thou hast new messages!
2. Pending - I need to do something
Pending messages are those that require you to perform some action. These include messages to which you plan to reply. All sources of procrastination must be marked Pending.
3. Temporary - limited lifetime
Temporary messages are those that are important and have a known lifespan. For example, vacation notices, flight itineraries, meeting announcements. The idea is that these are things you *will* need quick access to in the future, but will no longer need once some event passes.
4. Archived - filed away
Important information having an indeterminate lifespan is Archived. Feel free to divide your archive into appropriate subfolders to help you retrieve information in the future.
5. ChitChat - unimportant stuff that shouldn’t be deleted right away
All other messages go here. If you need to dredge up some inane conversation from the past you can do it here. If you lost all this stuff, it wouldn’t really bother you.
On-going maintenance tasks
- New - Read new mail and choose its destination ASAP.
- Pending - Carry out tasks at your leisure. When you finish a task, move it to one of the remaining states.
- Temporary - Once in a while, sort by date, browse the list and prune off the stuff that’s really old.
- Archived - No need to do anything.
- ChitChat - Once in a while, sort by date and prune off the stuff that’s really old.
Filters/Rules
Filters offer a great way to minimize your handling of new mail. If you subscribe to mailing lists or receive periodic notifications you should use filters to automatically route this new mail out of your inbox. When you read these new messages, they’re already where they need to be and you can choose to delete them or just leave them there.
Google Mail
Gmail is well suited to this approach due to its powerful labelling and search capabilities. I believe it to be superior to other mail clients, primarily because of its transparent handling of threads (”conversations”). Here’s how I implement each of the message states:
- New - the contents of my Inbox
- Pending - starred conversations
- Temporary - a label: “Temporary”
- Archived - all conversations outside Inbox
- ChitChat - a label: “ChitChat”
When I read a message in Gmail, I do the following:
- Click the little star next to it if I plan to reply or need to do something.
- Assign appropriate labels (Temporary, ChitChat, or anything subject-specific).
- Click the “Archive” button to get it out of my Inbox
To see all pending items, click on “Starred.”
I set up filters to automatically assign labels to messages from mailing lists as follows: Match on “From:” address, Skip Inbox, Apply label.
Microsoft Outlook
Outlook doesn’t have Google Mail’s nice thread-handling, labels or fast search capability, but it does have folders, follow-up items, and a “Deleted Items” bin. Here is a good way to implement my approach in Outlook:
- New - the contents of my Inbox
- Pending - messages marked “For Follow-Up”
- Temporary - a folder: “Temporary”
- Archived - all of my subject-specific folders
- ChitChat - my “Deleted Items” trash can
When I read a message in Outlook, I do the following:
- Click the little flag next to it if I plan to reply or need to do something. You can specify the flag’s color by right-clicking it.
- Move it to the appropriate folder (Temporary or anything subject-specific) or delete it.
To see all pending items, click on the “For Follow Up” meta-folder.
NOTE: Messages inside “Deleted Items” that have been marked for follow-up do not appear in the “For Follow Up” metafolder.
Mozilla Thunderbird
You can organize your mail with Thunderbird in a similar way to Outlook. I’m no longer using Thunderbird since my workplace switched to Outlook (sucks to be me), but I seem to remember that Thunderbird allows creation of custom labels. That’s a good way to track your Pending messages.
Other mail clients
You can implement this approach using any email client that supports folders and/or labels. However, Gmail and Outlook are really nice because their built in support for flagging (starring?) messages allows you to combine the Pending state with Temporary and Archived. In the absence of this feature, you should create a folder called “Pending” and move those messages to Temporary or Archived (or ChitChat) once their associated task is finished.
Now go away and sort your Inbox!
I’m sharing my approach here in the hopes that it will help ease the drudgery and stress of your email workflow. Let me know if it does!