Use a One-Touch Rule to Manage Your Mailbox

Even though they try to improve it, emails are also a big drag on our productivity. Not only does endless emails tire you out and get you stuck in a loop of endless replies, but the stress of even having to wade through both important messages and junk mail is enough to make you avoid your inbox entirely. To stay on top of your work, school, and personal emails, you need a productivity plan: you need “touch” mailbox management rules.

One touch rule

Start thinking of every email you receive as an immediate priority. You don’t have to perform any task listed in it the moment it appears, but you must open it. The one-touch rule is similar to the two-minute productivity rule in that a task that takes less than two minutes to complete must be completed immediately.

Open the email, reply to it, and either delete it or archive it, depending on whether you need it later. If he doesn’t require a response, even better. This method works best for people who receive a lot of emails that don’t need to be answered, such as updates for all employees. The goal is to touch it once, instead of going back to it again and again and contemplating whether you will respond to or deal with it, and if so, when. Open it up, take the information, send feedback if necessary, and be done with it.

Two touch rule

According to Psychology Today , you can also try the “two-touch” method to clear your mind and be more productive when it comes to your emails if you have a lot of emails that need a response. The first time you touch an email, decide if you need to reply to it immediately (with one touch) or if it’s something that can or should be answered later in the week.

Use the flag or snooze features of your mail service to categorize it so it’s easily accessible to you when you’re ready to reply. Your first touch still opens it right away; this is the key. Letting emails pile up is unbearable, but opening them right away will help keep your inbox calm. Setting a specific time to respond to non-urgent messages will also free you up to be more productive, as you’ll know you’ll get it done and won’t feel pressured by it.