Email tip for better productivity

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Do you read your mails, but forget to take action sometimes? And swear to yourself when you see that reminder mail for action not taken?

Or do you lose track of mails that need to be followed up? Like the mail you sent to your HR for tax related information to which she did not reply. And when you remembered it, it was well past the deadline.

Here is a handy tip, courtesy David Allen (Author of Getting things done)

Well, I have followed David’s idea to good effect and am finding it much easier with mails now.

What do you need to do?

1. Create 2 folders or labels. Name one of them @Action and the other as @Waiting_For.
2. As you read mails in your inbox, move them to @Action folder (or label them) if it needs some action to be taken from your side. If it needs work to be done at a specific time, in addition to moving it to the @Action folder, also create a reminder in Outlook or your cellphone.
3. When you send a mail to your team member asking him to complete some work, go to sent items folder and then move the mail to @Waiting_For folder. If you want to follow up on it at a particular time, in addition to moving it, also create a reminder.
4. Review your @Action folder everyday and see if you have any work to do. And the time lines.
5. Review the @Waiting_Folder and see if you need to follow up anything.
6. When you have completed the action, delete the mail from @Action folder or move it to appropriate folder.
7. When the action you are waiting for is done, remove the mail from @Waiting_For folder.

If you liked this, you will like David Allen’s other ideas. I suggest that you read all his free articles available at this link. My favorite articles are:
5 Phases of Mastering Workflow
The Threefold Nature of Work
WorkFlow Diagram
WorkFlow Diagram- Advanced

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