The Art of Zen Emailing

A few years ago, I was drowning in emails. As the director of a two county federal program, emails came fast and furious at all hours of the day requiring high y levels of action. Each morning, I started the day by opening my account while hyperventilating as the messages screamed at me for attention. In response, I set up a plethora of files but I still couldn't keep up. Something had to happen to save my sanity. About that time, I attended an educator's conference and I met with a woman who used the term "Zen Emailing". Just the concept intrigued me and I set off to find out more. 

Fast forward a few years and I have a nearly empty inbox and have maintained it that way since I learned how to take control. Zen emailing has increased my efficiency by giving me a set of guidelines while reducing my workload. My faculty colleagues expressed interest in reducing or managing emails and I offered to present on Zen Emailing. For the entire Powerpoint, shoot me an email. In sum, in addition to adding my own steps, I pulled from two resources GTD (Getting Things Done) and Zen Habits:

Tips from GTD

•Limit email processing times

•Take action

•Immediately add things to the calendar

•Keep emails short. Use Google Doc, for longer correspondence

•Quick to-do list adding using GroupWise planner tools.

•Keep only unread emails in inbox

•Bookmark or file to read later

•Filter ruthlessly

•Close email when done

Tips from Zen Habits

1.     Don’t check email first thing in the morning, or have it constantly on.

2.     When you check your email, dispose of each one, one at a time, right away. Is it junk or some forwarded email? Trash it immediately. 

3.     Is it a long email that you just need to read for information? File it in a Read folder. 

4.     If the email requires action, make a note of the action on your to-do or GTD lists to do later. 

5.     If you can respond to it in a minute or two, do so immediately.

6.     If you need to follow up on the email later, or are waiting for a response, note it on a Waiting For list.

7.     The author (Leo) has only one folder. I am working toward this goal.