Now I am usually cleaning things out and seeing what needs my attention in the early morning of each day. But I still like to save most of my email communication for Tuesdays when I can sit down at the computer and actually clean out my inbox, tag things in a "waiting" folder if I am waiting for someone else to act first, or file the emails I want to keep in color-coded folders.
Since I started color-coding everything from tasks to calendar items to email folders, I have found that I am better able to immediately run my eyes down the "page" and find what area I am looking for very quickly. I also find it simple to find emails that I am looking for that "I know I have saved".
My very favorite trick I have used for the past 7 years or so is creating and using my "@waiting" folder. The reason it has the "@" symbol at the top is that it stays at the top of all my folders and is the most accessible immediately to me. But really, the idea is that it is a waiting folder.
Some of the things I have stored in here include:
* travel plans for myself or husband, in case I need to quickly find his information. I really hope I never do, but it is nice knowing where it is.
* emails I have responded to, but will require more action from me at a set time. I create a task in my app and know exactly where to find that email when that day arrives.
* online shopping orders that have no been delivered. This makes it easy for me to look up arrival dates or that I did, in fact, receive everything I ordered.
Basically, anything that still needs your attention, but you have dealt with partially and you still to access that email quickly, would go in this folder.
Anything you have not dealt with, responded to, made a note for would stay in your inbox (or be deleted if it is junk - let that stuff go.)
When you open your inbox, it should be very simple for you to:
1) see what is new
2) deal only with the emails you need to
3) know that each time you open your inbox, you are not having to run through the "why is this still here? Oh, yes, I am waiting for that...." in your head.
One more tip that some might find useful: do you ever get sick of deleting emails from companies that you once used, but now are just one more thing to deal with? I save these emails in an "unsubscribe" folder and actually take some time every few months to click on the "unsubscribe" button in the emails and get myself off those lists. Doing 5 or 25 all at once is really pretty simple and by throwing it in this folder I give myself some time to decide if I really want off the list or not. I usually do.
Truly, give your brain some rest and clear out your inbox on a regular (weekly) basis. Your brain (and those who email you) will thank you!
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