5 Tips for Managing Information Overload in Your Inbox

As an entrepreneur in today’s fast paced business world, you find yourself facing it sooner or later – Information Overload.  In order to keep up with the ever evolving business model, new information is always sought and information overload becomes the daily grind. 

So, how do you keep that steady information stream from becoming overwhelming?   Simply put, you must manage the information as it comes in.  It’s like the game Tetris.  In the beginning you’re doing well keeping the decks cleared.  As the pieces fall, you turn and twist them, line them up and clear the row.  Then as the clock ticks, speed begins to build, first one layer builds, then another and another. There are gaping holes that you suddenly can’t fill.   You start to scramble, shoving pieces here and there, no longer thinking about the flow and alignment. Before you know it – GAME OVER. 

Your e-mail inbox can sometimes resemble a Tetris grid.  Important emails are starting to pile up, eventually lost in a long stack as new ones fall on top.  Emails are pushed into folders with no systems in place for follow-up, archiving or review.  You are no longer managing your inbox, it’s managing you.

Here are five tips to put into practice and take back control of your inbox.

1. Eliminate unnecessary email. 

While this is probably the most frequently given tip amongst organizational gurus, it does have merit. 

• Unsubscribe to sales pitches that you have no intention of acting on. 
• Rid yourself of the newsletters that you never read but always save in that proverbial “to read later folder” for when you have time.  Do you really have time to read something that is already 6 months old?  
• Clear out outdated email.  Emails from 2005, are they still relevant to your business?  If that were the case, you would have already acted on them.

2.  Set-up a Gmail or other web-based email account.  Use a web-based email account for:  

• Newsletters
• Signups for downloads
• Giveaways 
• Promotions

Keeping it separate allows you to devote a block of time to review without being overwhelmed with the volume and clogging up your inbox.

3.  Organize your inbox with folders.  Like most entrepreneurs, you have a multiple email addresses and probably multiple businesses.  They were established for a purpose – to keep tasks and projects separate.  So create folders to reflect your intended purpose. 

Create folders by: 

• Email Address - You will have a quick overview of new emails from existing clients, potential clients, those interested in your new product and comments on your blog.  
• Clients and Projects - This will give you a clear snapshot of what needs to be prioritized and addressed.
• Response Folders - By separating your email into folders that require action or for future reference, you will be able to respond and retrieve emails more efficiently.
  • Action
  • Reference
  • Archive

4.  Automate your email program. 

• Create rules using Outlook/Outlook Express
  • Automatically move emails to various folders
  • Assign categories for sorting and searching 
  • Forward to your virtual assistant 
  • Auto-reply to information requests from your web site
  • Move junk mail to your delete folder
• Create filters using Gmail or other web-based programs
  • Assign labels for sorting
  • Star/flag for quick recognition
  • Forward to your Outlook or other pc-based email program
  • Delete unwanted email

5. Establish a system for handling email that works best for you and your business.

There are many types of systems to follow with different cues and names.  You need a system that works best for your business!  Most have a similar core principle of the one touch rule – move it once or in the case of email –

• One Click Rule –do one of four steps when you open an email
  • Do It – following the rule in David Allen’s Getting Things Done:  The Art of Stress-Free Productivity, – “if the action takes less than 2 minutes”
  • Defer – for later action, reference or archival
  • Delegate – forward to your virtual assistant for handling
  • Delete – not relevant to your business

The Point 

Taking back control and managing your inbox is a process.  Start by putting one or two processes in place.   Once they become a habit then add onto your system.  It takes a little time and effort to create a seamless automated system.  Once you have a proven system in place, you will be ready to tackle more.

Comments

• Find me on .......