Strategies For Getting Caught Up On Email for the Easily Distracted

Did that title catch your eye?  It probably means that you are a lot like me.  I have the best of intentions to get caught up on email, but then one email makes me say, “Oh yeah — I meant to check that on Facebook.”  Or, maybe an email mentions an idea that I want to look up.  Then, instead of looking it up later, I bring up Google.  An hour later, when I’m doing something completely unrelated to what I originally went to look for, I remember that I was working on email.

I’m not going to pretend that by giving strategies that it means that I’m keeping up with my emails.  Just ask Brenda, I’m not.  But, here are a few strategies that always seem to make me clear out my inbox (at least partially).

Work Offline: I have been making it a practice to take my laptop along with me to the boys’ piano lessons.  We spend an hour at the teacher’s apartment, and I spend most of that hour just working on email.  Because I’m offline while doing it, all of the emails have to wait until I get home to send.  But, it also means that I can’t pop online to be distracted. 

Just this week, their teacher said that she had been meaning to ask me if I wanted her security code so I could get online.  I told her that as much as I would love it, I found the time to be most productive because I was offline.  I was proud of myself for not caving in to my usual distracted behavior.

Set a Timer:  I really enjoy using Tiny Timer to set a timer for working on my email (or other tasks where I tend to get distracted).  What I will do is decide how long I want to work on email and then put it in the timer.  Then, I can’t do anything else on the computer (other than email) until the timer goes off.  I have been known to then give myself a little time to play around after the timer goes off, and then set it again.  The timer, of course, is great for any number of purposes though — check it out.

Delete Emails that Don’t Need Answers:  I have a tendency to forget to delete emails that ought to just be deleted.  When I let them build up, it makes me overwhelmed to check my email.  I am always more apt to work on my email when my inbox isn’t brimming over with messages.

Set up Filters/Separate Email Accounts:  I don’t tend to use filters on my email, but I do have a few email accounts.  While this may seem counter intuitive to being caught up on email, it helps me to have specific email accounts for specific tasks.  For instance, my email account for Catholic Mothers Online gets a lot of email, but it is also not something I need to check every day.  But, when I do check it, I tend to work through it all in one setting.  (This works for me because I use Outlook Express for most of these and can change between email accounts with two clicks of the mouse.)

Five Sentence Emails: Based on the idea on Sentenc.es – A Disciplined Way to Deal with Email, I work hard to keep some of my emails as brief as possible.  This helps me to move through some of them faster (and I’m less likely to let my mind wander).  Then again, I also manage to write emails that are as long as this post, so that does cut down on my efficiency.

Put Email on my To Do List: Sometimes, I just have to write a specific goal on my to do list, when I get really behind.  For instance, I may write, “Answer 20 Emails” as a to do item.  I really enjoy checking off tasks, so this is like a challenge to me.  It helps to keep me from being distracted when I know I can make a notch on a paper for every email sent.


Anything that I missed that works for you?  Do you tend to keep up with your email or let is pile up?

This post is linked to Works for Me Wednesday.

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