Without a doubt there have been vast improvements in business and personal communications since the first ever handwritten letter was thought to have been sent by the Persian Queen Atossa in around 500 BCE. But the ease and speed of emails comes with a price: inboxes bloated by too many messages that compete for our attention.
If you are frustrated because of a backlog of emails, before you select “Delete All” try the 4D systematic approach to organizing and disposing of emails. The method involves categorizing emails into four distinct categories: Delete, Delegate, Defer, and Do.
Delete: The first step is the easy one—rid your inbox of irrelevant or unnecessary emails which provide no value and can be permanently discarded without regret. (And, yes, that includes those messages from that Nigerian prince who wants your help in transferring millions of dollars out of his country.)
Delegate: When you scroll down to an email with a task or request that should more properly be handled by someone else, forward it to the right person just as soon as you read it. This will likely make the sender happy that their message is going to an individual who may be able to help them and it keeps the message from getting lost in the cyberspace of email clutter.
Defer: Many of the emails littering our inboxes require that you do something, but maybe not just at this minute. Defer those emails, but schedule a specific time to review them and respond. This will keep you on task while ensuring those emails are not overlooked.
Do: And finally, those emails requiring immediate action should be addressed…well, immediately. This category is for tasks that can be completed within a few minutes and for messages that if you ignore them there will be serious consequences (like requests from a demanding and impatient boss).
