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Finish the day with an empty inbox

Most people use their email inbox incorrectly. It isn't a to do list, it isn't a calendar, it isn't a filing cabinet. Here's how I use my inbox and finish every day with 0 emails!

Firstly we need to rethink how we send emails:

1. Ideally speak in person.

No email sent, no email to reply to.

2. If you are sending a quick message or asking a small question, especially within your department/team you could make use of instant messaging e.g. Microsoft teams, WhatsApp, Google chats etc I think Adam Boxer uses this in his department.

3. If you have to send an email, make sure you only send it to those who need to see it, no whole school emails or CCing lots of people.

4. Include as much information as possible. Make it so that you shouldn't need to receive a reply or if you do it is only one email. Tell them what they need to do, by when and what finished looks like, be specific.

If arranging meetings, give a range of times to meet up and have the other person decide what works for them.

No more email conversations going back and forth between people!

Once you've changed your mindset on sending emails, next is the receiving part:

1. YOU DO NOT NEED MULTIPLE FOLDERS FOR EACH AREA IN YOUR EMAILS E.G. DEPARTMENT, WHOLE SCHOOL, MIDDLE LEADERS ETC.

I will make one exception. If you don't use a to do list you could have folders for bigger tasks in your email. I have previously used 2 folders: this week and this term, i.e. longer term tasks and medium term tasks. Tasks for the day stay in inbox and are deleted once completed.

2. Unsubscribe from everything that isn't adding value, find that pesky unsubscribe button at the bottom of emails and get rid.

3. If there are generic emails that are always sent to you that are unnecessary, add a rule to go straight to your bin e.g. daily canteen menu.

4. If it is a meeting or calendared event, add the information to your calendar, with a reminder if needed and delete the email. Add any extra information you need to the calendared event.

5. If it is a task you can complete quickly (5 minutes or so) just do it. Tick it off the list and delete the email. If it is a bigger task, add it to a to do list, I use Google tasks to keep track.

Obviously this can be a big shift for some people and it can be scary deleting emails. If in doubt, send it to the archive. Can be easily recovered via a search and gives you peace of mind that nothing is lost.


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