This video is a post event recording of an introduction to the concept of "Inbox Zero" for busy folks that want to get control of their inbox. Specifically, when speaking to the products you might use to do this, this video speaks to the Office 365 Ecosystem and the tools we use at itgroove - but this information can be applied anywhere.
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Aim for Inbox Zero by Using the 4 Ds of Email Management
The Inbox Zero approach was born over ten years ago. With Inbox Zero, the goal is to have zero or nearly zero emails in your inbox. It’s completely worth the conscious effort it will take at first before it becomes a habit.
To achieve Inbox Zero, you can use a time management method called the 4 D’s. The idea with the 4 D’s is that everything (in this case, every email) requires one of the following actions: Delete, Delegate, Defer, and Do.
► Delete
Maybe don’t take this one literally. When you’re done with an email, it’s best to archive or file it. I have folders in my email for client communication (per client), internal communication (per project), and personal stuff (i.e. emails that only I care about, such as vacation requests, paystubs, and newsletters I’ve subscribed to). Having a folder system makes it so much easier to find what you need. Delete the email only if you are certain you will never need to reference it again (for example, I delete my RSS feed emails once I’ve read them, Teams notifications once I’ve seen them, etc.).
► Delegate
If someone else can or should do the task for you, hand it over to them nicely. Provide a bit of background if they aren’t aware of the context. Most importantly, confirm that they now “own” the task and that you are no longer responsible for it.
► Defer
Follow up with a reasonable time frame of when the work will be completed, and make sure that you don’t lose sight of that task. Some recommendations I have for keeping track of personal tasks are Microsoft To-Do, Trello, and OneNote. It’s important to have one place to go, a single pane of glass, to see every task or project that you are responsible for so that nothing can accidentally slip through the cracks. In addition to managing your tasks in a central location, I’d also recommend booking time in your calendar to act on those tasks.
► Do
If you can act immediately (5 minutes or less), do it.
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