Getting Things Done: Leave the office each day with an empty inbox...

One of my goals: each day, leave the office with an empty inbox, confident knowing that I'm taking action on ALL my e-mails in an effective and efficient manner. 

To accomplish this, I use a process suggested in the book Getting Things Done, by David Allen. 

For your reference, below is my reproduction and adaption of the process flow chart.

A few comments and disclaimers: 

• I thank my brother, Paul Tanghe, for introducing me to David Allen and his GTD concepts.
  
• I acknowledge that for me – a junior employees – I receive less e-mail than senior consultants, project managers, and many others who have greater responsibilities. So with a lower volume of e-mail, I start from an easier starting point than most!
• For as efficient as I may claim to be with my work e-mail communication, I'm sad to report that I am horribly behind with my personal e-mails! This also highlights the fact that if you get behind on your e-mails, it is difficult to catch up. If you are very behind, it might even be worthwhile filing all into a separate folder so you can start fresh, and as time allows, work away at the "archived" folder.
• This is a generic structure that each person should adopt to align with their own unique working strategy. I believe each person's strategy should be unique as each of us has our own individual objectives and environmental factors.
• You must determine the best way to initially screen your incoming e-mails. (This point makes more sense once you understand the below process flow.) For example, it might be that you only view your inbox at specific periods in the day. One idea would be first thing in the morning, just before lunch, and then just before the end of the day.
• You need to determine when it is best to work through your messages that have been deferred. For example, after I have cleared my inbox in the morning, I will then open up my "AA – Follow Up" folder, and work through my deferred e-mails. (Highlighted as this is a key element.)
• Less frequently, you need to look through your delegated messages. For example, I will look through my folder "AB – Delegated" once a week to see if I need to send reminders or if the action has been completed. If completed, then file the message for future reference.
• One of the drivers of this system is the desire to reduce the stress levels we face in our work lives. If we're able to manage e-mail communication more effectively and efficiently, I feel we are able to do this. If my inbox is full of messages, I will continually throughout the day be thinking of what I might be missing or what I need to remember. However, if my inbox is clear – ie if I'm on top of my communications – I'm less likely to be subconsciously trying to remember what I might be forgetting or overlooking.
• Looking for inspiration in managing your e-mails? Read about Mark Cuban, the billionaire owner of the American basketball team the Dallas Mavericks. (I think he initially made his money when Yahoo! bought a company he started.) He posts his e-mail address on the score board at home games and responds to most, if not all e-mails he receives. I confirm this based on personal experience.

(1) You receive an e-mail message. 

(2) Decision 1 = Decide if the e-mail requires an action. 

• If no action is required (NO), then either:
• (a) Delete the e-mail, eg e-mail reminding you about submitting timesheets, assuming you have already updated yours (DELETE), or
• (b) File it for future reference, eg e-mail with an informational update from your project manager (FILE)
• Note: You should create at least one subfolder to file your e-mails. I have multiple, including ones for specific projects – "TB" and "BP" – as well as for central functions "Graduate Practice" and "HR".
• If an action is required (YES), then proceed to Decision 2.

(3) Decison 2 = Estimate how long the action required will take. 

• If less than 2 minutes (N0), then do it (COMPLETE). Idea is if you don't do it now, you will spend at least 2 minutes later searching for the message, opening it, reading it, and then deciding what to do.
• If more than 2 minutes (YES), then either: (a) Defer the action, eg e-mail requesting analysis of data or e-mail that can't be actioned until a date in the future (DEFER) or (b) Delegate it to someone else, eg e-mail requesting you determine functionality of a software programme or e-mail advising you need to book flights for an event (DELEGATE).
• Note, if DEFERRING IT: Rather than leave this message in your inbox, move it to a follow up folder. I named mine "AA – Follow Up". You might also use Outlook functions, such as assigning it as a task, or placing a reminder in your calendar, or flagging it.
• Note, if DELEGATING IT: Once you have delegated, you can then move the message to specific folder. I named mine "AB – Delegated".

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