Many people suffer from problems with their Gmail inbox. It takes us a long time to empty the inbox when it is full. But to get rid of this hassle, today we will tell you about the Inbox Zero approach.
Inbox Zero does not use a strategy to empty your inbox. But it does help to reduce the stress caused by emails at work by managing emails. Yes
What is Inbox Zero?
Inbox Zero is actually an email management technique that tries to keep the inbox empty even if it is not completely empty.
This will help you to quickly decide on the message in your email, just like the three items on the to-do list. So that in the long run you can email in a short time.
The word inbox zero was originally coined by productivity expert Marilyn Mann. He discussed it in 2007 on his blog site 43 Folder. In the early days it was used in various works and philosophies.
But to this day, it has emerged as an email management system that tries to keep email as empty as possible.
Instructions for Inbox Zero
1. If you do not respond to a message on your behalf, delete or archive it as soon as possible.
2. If you can respond to a message in a short time, send it soon. Archive those mails if needed.
The Zero Inbox typically operates on a four-D principle.
Do: If any message is replied in two / three minutes, do so.
Delete: If you do not need to respond to the mail, delete it or save it for future reference.
Delegate: If anyone else can handle the fair, pass it on to them as soon as possible.
Differ: If a message needs a long response or is completed in several stages, set a deadline.
How to make inbox zero?
There are several ways to make your Gmail account’s inbox zero. The three methods will be explained in detail here
1. Audit the inbox.
Before managing or emptying your inbox, consider the importance and need for mail. Spreadsheets can also be used to manage email. Delete unnecessary emails by going to Inbox.
But before you have to put in an email for reference, look at everything that someone needs to respond to.
If there are official mails, consider those mails that other friends need as well.
This type of inbox audit is best done monthly or in 15 days.
2. Schedule for email.
Multitasking is always scary. Moreover, multitasking in technology can have a negative impact on learning and performance.
So set many things in your mail by default. Only open it at certain times of the day. Disable push notifications. Block out certain times on the calendar to check messages.
Emails cannot be opened continuously after receiving notifications every time.
3. Delete spam emails.
If you know that some regular sender’s mail is not necessary for you, make a manual filter and arrange for the message to go directly to the spam folder. To do this, go to Gmail Settings and select Filters and block addresses from the top menu.
When done, click Create a new filter. Then fill in the blanks in the box that appears. Now after clicking on ‘Create Filter’ a window appears. Click on ‘Delete It’ there.
If you also want to get rid of the mail of some marketing subscriptions, remove the three from the mailing list.
For example, if Bloomberg keeps sending you mail, if you don’t need it, open one of its mails. Click ‘Unsubscribe’ there.
4. Don’t react to small things
It is not possible to respond to every question, response or request when emptying the inbox. Please respond only by considering what is in your highest priority and what you need to respond to immediately. Never respond to emails that never need an email chain or action.
5. Keep things short.
Never write too long when responding to an email. Write sentences as short as possible, but grammar and spelling correct. Use the feedback options provided by Gmail.
You can also use Gmail’s canned response. Gmail has a canned response feature that saves the response format for most of the questions and comments that come in your email, which is shown in the options when needed.
6. Develop your folder system.
Some Inbox Zero experts suggest creating four folders based on Four D.
Divide the folder into four categories. A doo that requires immediate response. A similar decision in which a decision remains to be made. Similarly, another delegate contains mails that can be passed on to others. Delete at the end of which removable mails are placed.
If you want to keep the mail accurate and clean, create a folder based on the following.
Action Needed: Put such emails in it. To whom you give immediate feedback, report, ask someone something or send something in writing. Put all these immediate tasks in it.
Pending: A mail needs a response or reply, but if it is not needed immediately, put it in a pending folder.
Delegated: You have delegated the responsibility of mail to someone, but if you do not intend to delete it, you may need to delete it later.
Archive: This folder should contain emails that can be used as a reference later.
In addition, depending on the importance of the mail and the need to respond to it, it can be created as a folder based on Today, This Week, This Month and FYI, that is, the mail that should be used only as information or reference.