If you get too much email and struggle with a cluttered inbox…
I want to share a killer system that will help you stay organized and stop spending all your time in email.
In the last few weeks I’ve received different versions of the same question from multiple clients…
“Craig, I’m so slammed with emails that I forget to reply to people and I drop the ball on projects… But you always get back to me… quickly… how the heck do you do it?”
The answer is deceptively simple…
I use a multi-step formula that largely relies on sending as few emails as possible.
Why?
Because when it comes to email your output determines your input.
If you send a lot of emails, you’ll get a lot of emails.
The first step to fixing this is simply replying less.
But that’s easier said than done…
So here’s a quick list of my 9 best strategies to help you spend less time on email and keep a tidy inbox:
1) Do NOT reply to a dead thread
Stop saying “you’re welcome” when someone says “thank you”.
Be ruthless with fewer replies. This is the #1 change you must make.
2) Treat email like a fax…
Imagine you had to get up, walk over to a fax machine, and send your email… you’d send less.
Count to 10 before you press send… is it really worth it?
3) Put all non-urgent emails into a “Friday folder”…
Then review the folder on Friday… by then most of these emails will not be worth replying to…
So you don’t have to!
Problem solved.
4) Measure What You Want to Manage
Use Screen Time or other apps (like Rescue Time) to monitor how much time you spend in your email then work to reduce that number each week.
Pro Tip: Get accountability from a coach or friend!
5) Play a Status Game
Make it publicly known that you are too busy for email, and that people should send you fewer but longer emails.
Replies merely for the sake of acknowledging an email are a waste of time…
People should know that if you don’t reply it’s not because you didn’t see the email but because there was no actual reason for you to reply.
6) Use NNTR – no need to reply
Start putting “NNTR” at the end of emails to stop the email chain.
The first time you use it with someone, add the definition (No Need To Reply) beside it so they understand.
7) DON’T be “Open Ended” When Scheduling Meetings etc.
If you want to have a call with someone, do NOT ask them “what time works for you?”
Instead, ask them to send 5 specific times and days that work for them… or send them to your calendar link… or just give them 3-5 specific times that work for you.
8) Ban being “CC’d”
And use a cattle prod on anyone that unnecessarily cc’s you on an email…
And use a cattle stun gun on anyone that continues to cc you on an email chain. (Kidding!)
But seriously... there’s nothing worse in Email-Land than getting 6 follow up emails from someone after I have introduced them to another person.
Just take me off the thread for the love of God, haha!
9) Cue Up Emails for Later
I almost forgot this tip…
I schedule most of my emails to go out at a time when I know the other person will be offline.
That way the recipient won’t immediately send back a reactionary reply.
Sometimes I do the reverse — scheduling the email for when I’m not online…
So if the person does reply immediately, I won’t see it.
I just choose whichever is most convenient for me.
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Bottom Line:
Your inbox is your responsibility.
If you get a lot of email it’s because you ask for it!
If you want fewer emails then turn these easy action items into email habits…
Before you know it, you’ll have more time back on your clock — and you’ll feel a huge sense of relief with a much cleaner, more organized inbox.
Success Loves Speed,
Craig
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