As many project managers and also non-project managers we are often flooded with lots of e-mails during the day and go through the following process: you tend to read e-mail, flag them if something needed to be done, come back to them, and generally have an overfilled inbox. This sure makes your e-mail to-do list look overwhelming. One way to help organize your e-mails is to create some e-mail inbox folders like:
- Do – Immediate Action
- Defer – Time Permitting
- Delegate – Send to whomever is being assigned to cover those e-mails
- Read – Informational e-mails, like newsletters
- Archive – Place on your network drive for backup
You can also break down the folders into to sub-folders for each of your several projects or start with the project name and have these five categories as sub-folders. The key thing is you are not multitasking and you still devote a chuck of time to address particular actions items, which makes you more efficient and ensures the most important tasks get addressed first.