Tuesday's Tip #4 - Outlook: Declutter your Inbox with the 4 D's

How many items are in your Inbox?

Truth be told - part of why I'm excited about this new Outlook Tip series I'm doing right now is - I need it. Do you have more than you should have? 

Experts say - your inbox should really have less than 100 items in it - and those 100 items should only be things you are either 1 - waiting on a response , 2 - actively working on, 3 - pending a reply that can't be done in a few minutes or more time to read 4 - following up on something delegated. If they don't belong in one of these categories - get them out of your inbox. Where?? That's for next week.

I'm guilty too - just like you - I let my inbox get away from me - but if you adopt some of these tips and the folder system (which I'll explain next week )- I promise it will be SO MUCH EASIER to get caught back up and get your inbox to a more manageable size.

The 4 D’s

During the time you have set aside to read your emails, you should process your messages by using the Four D's. Every NEW messages should fall into one of these categories and you should act on it immediately. Messages you've already opened should either be in the Defer or Delegate category and when you're done - you move it out of your inbox.

• Delete it.
• Use Junk or just delete.
• Do it
• Respond or file (next week we will talk more about filing and folders)
• Delegate it (forward and set a follow up flag)

• Defer it (using categories or flags) 
• It can’t be dealt with in less than two minutes.
• It will take a while to read.
• It will require a carefully crafted response.
• It requires you to do something in another program or system

Challenge:

• This week I challenge you to try the idea of scheduling your inbox time. Put it on your calendar and see how it works. Then use the 4 D's to go through your inbox.