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
Are you so buried in email that you don't even have time to delete your spam? Do you miss important messages? So many of the problems we have with email are actually within our power to solve, if we just realize the consequences of our own actions. Read 101 Tips for Writing and Managing Email to learn how to make peace with your inbox. Order Now!
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!
Your comments are welcomeWould you like to see your comments posted here? rbrenZLkFdSHmlHvCaSsuner@ChacbnsTPttsdDaRAswloCanyon.comSend me your comments by email, or by Web form.
About Point Lookout
Thank you for reading this article. I hope you enjoyed it and found it useful, and that you'll consider recommending it to a friend.
Support Point Lookout by joining the Friends of Point Lookout, as an individual or as an organization.
Do you face a complex interpersonal situation? Send it in, anonymously if you like, and I'll give you my two cents.
More articles on Effective Communication at Work:
- Shining Some Light on "Going Dark"
- If you're a project manager, and a team member "goes dark" — disappears or refuses to
report how things are going — project risks escalate dramatically. Getting current status becomes
a top priority problem. What can you do?
- Controlling Condescension
- Condescension is one reason why healthy conflict becomes destructive. It's a conversational technique
that many use without thinking, and others use with aggressive intention. Either way, it can hurt everyone
- Changing the Subject: II
- Sometimes, in conversation, we must change the subject, but we also do it to dominate, manipulate, or
assert power. Subject changing — and controlling its use — can be important political skills.
- Masked Messages
- Sometimes what we say to each other isn't what we really mean. We mask the messages, or we form them
into what are usually positive structures, to make them appear to be something less malicious than they
are. Here are some examples of masked messages.
- Long-Loop Conversations: Clearing the Fog
- In virtual or global teams, conversations can be long, painful affairs. Settling issues and clearing
misunderstandings can take weeks instead of days, or days instead of hours. Here are some techniques
that ease the way to mutual agreement and understanding.
Forthcoming issues of Point Lookout
- Coming February 1: The Big Power of Little Words
- Big, fancy words, like commensurate or obfuscation, tend to be more noticed than the little everyday words, like yet or best. That might be why the little words can be so much more powerful, steering conversations where their users want them to go. Available here and by RSS on February 1.
- And on February 8: Kerfuffles That Seem Like Something More
- Much of what we regard as political conflict is a series of squabbles commonly called kerfuffles. They captivate us while they're underway, but after a month or two they're forgotten. Why do they happen? Why do they persist? Available here and by RSS on February 8.
I offer email and telephone coaching at both corporate and individual rates. Contact Rick for details at rbrenZLkFdSHmlHvCaSsuner@ChacbnsTPttsdDaRAswloCanyon.com or (650) 787-6475, or toll-free in the continental US at (866) 378-5470.
Get the ebook!
Past issues of Point Lookout are available in six ebooks:
- Get 2001-2 in Geese Don't Land on Twigs (PDF, )
- Get 2003-4 in Why Dogs Wag (PDF, )
- Get 2005-6 in Loopy Things We Do (PDF, )
- Get 2007-8 in Things We Believe That Maybe Aren't So True (PDF, )
- Get 2009-10 in The Questions Not Asked (PDF, )
- Get all of the first twelve years (2001-2012) in The Collected Issues of Point Lookout (PDF, )
Are you a writer, editor or publisher on deadline? Are you looking for an article that will get people talking and get compliments flying your way? You can have 500-1000 words in your inbox in one hour. License any article from this Web site. More info