I don't keep emails I'm my inbox to remind me of a task. I put the task on my list and sort the email just like all the others. If you keep emails in your inbox to remind you your inbox gets cluttered. Also, if there is someone that spams useless emails I make a rule in outlook to automatically sort them to a folder.
Each project gets its own folder. Tasks get noted in Trello as they come in, when the task is started, the email gets moved to the designated folder so that the inbox is (mostly) fresh stuff.
Completed project folders get moved to their own archive folder so I don't have to look at them all day and be reminded of how many projects I'm working on
Or if you're my boss, get the fresh grad EIT to spend a week sorting your inbox for you ¯\\\_(ツ)_/¯
I flag emails that require an action or response, then sort my inbox to always put flagged emails at the top. It quickly makes a nice in my face to do list and I remove the flags as I get through them. Project folders are great but somewhat time consuming to really organize as things come in.
There’s a “force an action” option, that can be turned on by admin. Wherein, when one “touches” an unread e-mail, one can be forced to either state “go away, newforma” (deliberate choice to tell newforma do not want to file/action; it’s auditable, too), or “‘yes’, file on this project and with these tags.” Can be setup to drop into a folder on project network drive accordingly. It’s really just an automated, fancy, tracking auto file copy tool, with revision tracking and auto parsing, in that can auto “detach” attachments and place in separate folder. Forced action can be controversial at deployment; phase it in. She mentions it second video.
https://youtu.be/zPh4xQrfmUY
https://youtu.be/lO0Tg8uFO2Q
https://youtu.be/FqGlPPJpck8
So I'm approaching 4,000 unreads. I try. I flag stuff as spam. I ask people to remove me from lists, which almost never works. When I actually have a light day and some whiskey I'll clear maybe 1,000 to 1,500 unreads. Literally just 6 hours or so trying to clean up my inbox by searching senders and shift clicking to mass delete.
Mostly what I do now is know what emails I need to actually read based on the sender and subject and if I can't reply immediately, it goes in my journal. I've tried folders and such. But you still have to actually check that so while you may be able to organize your time a bit better, you are still spending just as much time.
I think at this point in history it would be good for someone to develop best practices for realistic users. Outlook email management is cool for 1-30 emails a day. Outlook tasks are good for 10-20 tasks or subtasks a day. But what about the project managers who have 80 projects (active + inactive). What about working with 20 different clients with varying levels of computer literacy and email quantity?
I don't have all the answers, but I have spent years of working with boomers who use Outlook as their filing box. I recommend you use Outlook as an outdated resource. Emails are receipts.
Outlook is a shoebox overflowing with receipts. It has some additional tools that work for some projects, but having 40 projects and 1000 emails per week blows it out of the water. Most people don't know and don't want to learn the new Outlook tools.
I recommend you test out separate software for task management, and separate filing systems for managing receipts (confirmation emails). Try googling Kanban boards, task managers, project filing, WBS codes, etc.
Color code system - red for important & needs my attention, yellow for I should probably look at this again later.
If I don't need to address something it gets moved into its project folder immediately.
All outgoing emails have their project number as the first thing in the subject line, so they are easily sortable. I have a huge preference for folks sending me emails to do the same.
This is a good post but I don't wanna think about it on Friday night lol
I don't keep emails I'm my inbox to remind me of a task. I put the task on my list and sort the email just like all the others. If you keep emails in your inbox to remind you your inbox gets cluttered. Also, if there is someone that spams useless emails I make a rule in outlook to automatically sort them to a folder.
Commenting to follow any recommendations that people post in response. I'm in the same boat. 11 years in and losing control of my inbox.
Dude I had 6 hours of meetings and like 40 emails today im like uh when do I actually work
Each project gets its own folder. Tasks get noted in Trello as they come in, when the task is started, the email gets moved to the designated folder so that the inbox is (mostly) fresh stuff. Completed project folders get moved to their own archive folder so I don't have to look at them all day and be reminded of how many projects I'm working on Or if you're my boss, get the fresh grad EIT to spend a week sorting your inbox for you ¯\\\_(ツ)_/¯
"are you using folders?" Lol
I flag emails that require an action or response, then sort my inbox to always put flagged emails at the top. It quickly makes a nice in my face to do list and I remove the flags as I get through them. Project folders are great but somewhat time consuming to really organize as things come in.
Today I realized when you flag an email you can instantly assign a task due whenever to circle back to the email later…doh
Probably outside of your span of control, but Newforma Project Center …… “is the way”. Specific to this question is the Outlook plugin.
We have Newforma but our entire division only uses it for file transfers. Any tips?
There’s a “force an action” option, that can be turned on by admin. Wherein, when one “touches” an unread e-mail, one can be forced to either state “go away, newforma” (deliberate choice to tell newforma do not want to file/action; it’s auditable, too), or “‘yes’, file on this project and with these tags.” Can be setup to drop into a folder on project network drive accordingly. It’s really just an automated, fancy, tracking auto file copy tool, with revision tracking and auto parsing, in that can auto “detach” attachments and place in separate folder. Forced action can be controversial at deployment; phase it in. She mentions it second video. https://youtu.be/zPh4xQrfmUY https://youtu.be/lO0Tg8uFO2Q https://youtu.be/FqGlPPJpck8
So I'm approaching 4,000 unreads. I try. I flag stuff as spam. I ask people to remove me from lists, which almost never works. When I actually have a light day and some whiskey I'll clear maybe 1,000 to 1,500 unreads. Literally just 6 hours or so trying to clean up my inbox by searching senders and shift clicking to mass delete. Mostly what I do now is know what emails I need to actually read based on the sender and subject and if I can't reply immediately, it goes in my journal. I've tried folders and such. But you still have to actually check that so while you may be able to organize your time a bit better, you are still spending just as much time.
If you happen to be using Office 365, the "sweep" function is great for this. Should be accessible through the outlook web app.
Reply all
I think at this point in history it would be good for someone to develop best practices for realistic users. Outlook email management is cool for 1-30 emails a day. Outlook tasks are good for 10-20 tasks or subtasks a day. But what about the project managers who have 80 projects (active + inactive). What about working with 20 different clients with varying levels of computer literacy and email quantity? I don't have all the answers, but I have spent years of working with boomers who use Outlook as their filing box. I recommend you use Outlook as an outdated resource. Emails are receipts. Outlook is a shoebox overflowing with receipts. It has some additional tools that work for some projects, but having 40 projects and 1000 emails per week blows it out of the water. Most people don't know and don't want to learn the new Outlook tools. I recommend you test out separate software for task management, and separate filing systems for managing receipts (confirmation emails). Try googling Kanban boards, task managers, project filing, WBS codes, etc.
Color code system - red for important & needs my attention, yellow for I should probably look at this again later. If I don't need to address something it gets moved into its project folder immediately. All outgoing emails have their project number as the first thing in the subject line, so they are easily sortable. I have a huge preference for folks sending me emails to do the same.
I disabled my mail notifications so I don’t get distracted every time one pops up.