If your email inbox is bloated, you probably want to clean it up. If you cleared it out recently, and it's gradually re-bloating, you probably fear it's happening again. Maybe you've just given up altogether.
Unless you have an assistant, or you're one of the carefully energetic few who regularly keep their inboxes clear, bloat and bloat anxiety are facts of life. Advice about how to keep your inbox clear once it's clear does help, but it doesn't help you get your inbox clear — it doesn't help you recover from bloat. Here are some suggestions for bloat recovery.
- Recognize that inbox bloat is a fact of your life
- Some believe that once they clear their inboxes, they'll magically stay clear. Sadly, that doesn't work. Unless you change how you operate, re-bloat is inevitable, and cleaning up is hardly worth it.
- Keep doing what you're doing
- Whatever you've been doing, keep it up for now. Beating yourself up for not dealing with every single one of today's messages is demoralizing. Instead, focus on the total message count — drive it down a little every day.
- Use sort-by-subject and sort-by-sender
- When you work on the backlog, sort your inbox by sender or subject, instead of by date. That way, related messages often appear next to each other, and you can select and deal with several at once.
- Read your new email less frequently
- Do what you can to read new email less often. Allocate some of the time you save to sorting, classifying, and deleting old mail.
- Move aged messages elsewhere
- Move all messages more than three years old to a folder elsewhere. Think about it — three years is enough time to create a toddler who sasses you back. Messages that old are unlikely to be of value, but if you want them, move them elsewhere.
- Beating yourself up for
not dealing with every
single one of today's
messages is demoralizing.
Let it go.
- Filter out the junk
- Even if you're protected from junk, occasionally junk does get through. Search for the usual keywords and delete the junk. Also look for old out-of-the-office messages.
- Eat elephants in small bites
- It probably took a long time to build all the bloat in your inbox. Give yourself time to get rid of it. A goal of reducing it by 25 to 50 messages per day is reasonable, but go easy at first. Set the goal low enough to give you some experience of achievement, and before you know it, your inbox will be nearly clear.
Managing your inbox to prevent bloat requires adding some regular practices to your routine. Until you dramatically reduce the current bloat, these practices will have little effect. But you can get started learning about them, and start using each new practice as soon as you understand it. More about these in a future article. Top Next Issue
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And if you have organizational responsibility, you can help transform the culture to make more effective use of email. You can reduce volume while you make content more valuable. You can discourage email flame wars and that blizzard of useless if well-intended messages from colleagues and subordinates. Read Where There's Smoke There's Email to learn how to make email more productive at the organizational scale — and less dangerous. Order Now!
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More articles on Effective Communication at Work:
- Email Ethics
- Ethics is the system of right and wrong that forms the foundation of civil society. Yet, when a new
technology arrives, explicitly extending the ethical code seems necessary — no matter how civil
the society. And so it is with email.
- Shining Some Light on "Going Dark"
- If you're a project manager, and a team member "goes dark" — disappears or refuses to
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- Most advice about influencing others offers intentional tactics. Yet, the techniques we actually use
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- The Paradox of Carefully Chosen Words
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often happens: we create a misimpression of ignorance or deceitfulness. Why does this happen?
- High Falutin' Goofy Talk: II
- Speech and writing at work are sometimes little more than high falutin' goofy talk, filled with puff
phrases of unknown meaning and pretentious, tired images. Here's Part II of a collection of phrases
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Forthcoming issues of Point Lookout
- Coming April 25: Narcissistic Behavior at Work: VI
- Narcissistic behavior at work distorts decisions, disrupts relationships, and generates toxic conflict. These consequences limit the ability of the organization to achieve its goals. In this part of our series we examine the effects of exploiting others for personal ends. Available here and by RSS on April 25.
- And on May 2: Narcissistic Behavior at Work: VII
- Narcissistic behavior at work prevents trusting relationships from developing. It also disrupts existing relationships, and generates toxic conflict. One class of behaviors that's especially threatening to relationships is disregard for the feelings of others. In this part of our series we examine the effects of that disregard. Available here and by RSS on May 2.
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