{"id":4088,"date":"2010-08-21T10:25:13","date_gmt":"2010-08-21T08:25:13","guid":{"rendered":"http:\/\/tokao.com\/?p=4088"},"modified":"2010-08-21T10:25:13","modified_gmt":"2010-08-21T08:25:13","slug":"some-tips-to-manage-email","status":"publish","type":"post","link":"https:\/\/tokao.com\/wordpress\/2010\/08\/21\/some-tips-to-manage-email\/","title":{"rendered":"Some tips to manage email"},"content":{"rendered":"<p>Are you drowning in your inbox?<\/p>\n<p>I try to keep keep all my inboxes to zero. Whatever I have in my inbox requires action. Once the action is taken, and action could be just answer quickly, then I archive them.<\/p>\n<p>I have unified inbox, meaning that my inbox has emails from 5 different accounts.<\/p>\n<p>I have the following folders on all my accounts: inbox (sure&#8230;), Waiting For, Read Review, and the rest of achieves. I don&#8217;t have them by people but rather by location. I go up to 2 levels of depth, so something like this:<\/p>\n<ul>\n<li><strong>inbox<\/strong> (aiming to zero, only things that should have some action)<\/li>\n<li><strong>read review<\/strong> (things want to read but are not urgent so I don&#8217;t want them in my inbox)<\/li>\n<li><strong>waiting for<\/strong> (air ticket for tomorrow, a delivery yet to arrive, etc&#8230;)<\/li>\n<li><strong>friends<\/strong>\n<ul>\n<li><strong>local<\/strong> (I don&#8217;t live where my family is)<\/li>\n<li><strong>home <\/strong>(my friends in my home country, school, university&#8230;)<\/li>\n<li><strong>abroad <\/strong><\/li>\n<\/ul>\n<\/li>\n<li><strong>family<\/strong>\n<ul>\n<li><strong>wife<\/strong><\/li>\n<li><strong>mum<\/strong><\/li>\n<li><strong>kids<\/strong><\/li>\n<li><strong>other<\/strong><\/li>\n<\/ul>\n<\/li>\n<li><strong>work<\/strong>\n<ul>\n<li><strong>waiting for <\/strong>(sometimes I mix private email with work stuff&#8230; bad bad)<\/li>\n<li><strong>job 1 <\/strong>(if you do have more than one job, then here)<\/li>\n<li><strong>job 2<\/strong><\/li>\n<\/ul>\n<\/li>\n<li><strong>personal<\/strong>\n<ul>\n<li><strong>key stuff <\/strong>(sort of starred items, email with driving license, passport, tax, passwords)<\/li>\n<li><strong>statements<\/strong>\n<ul>\n<li><strong>bank <\/strong>(if you receive a lot of e-statments then create a folder with statements, then bank, telephone, electricity, etc&#8230;)<\/li>\n<\/ul>\n<\/li>\n<li><strong>jokes<\/strong><\/li>\n<li><strong>travel<\/strong><\/li>\n<li><strong>shopping<\/strong><\/li>\n<li><strong>newsletters<\/strong><\/li>\n<li><strong>other<\/strong><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Then some tips to manage large amount of email:<\/p>\n<p>You can keep your responses short and add a signature following the\u00a0<a href=\"http:\/\/three.sentenc.es\/\">http:\/\/three.sentenc.es\/<\/a> tips.<\/p>\n<blockquote><p>&#8220;Treat all email responses like SMS text messages, using a set number of letters per response. Since it\u2019s too hard to count letters, we count sentences instead.<\/p>\n<p>three.sentenc.es is a personal policy that all email responses regardless of recipient or subject will be three sentences or less. It\u2019s that simple.&#8221;<\/p>\n<p>Example signature:<br \/>\n&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8211;<br \/>\nQ: Why is this email three sentences or less?<br \/>\nA: http:\/\/three.sentenc.es<br \/>\n&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8212;&#8211;<\/p><\/blockquote>\n<p>Alternatively you can add &#8220;Sent from iPhone&#8221; under your short responses. \u00a0People don&#8217;t expect long responses when you&#8217;re on your phone.<\/p>\n<blockquote><p>Sure, count on me!!<br \/>\nSent from iPhone.<\/p><\/blockquote>\n<p>If you do really have an email problem you can create a &#8216;VIP&#8217; filter. \u00a0Add your boss, close friends and family. Flag them red and throw them in a\u00a0separate\u00a0folder. This is the first place I check every morning.<\/p>\n<p>If you are using Gmail or Google apps and you are giving away your email address to a lot of sites you try or places that potentially can spam you, they you can give your regular email +name of site or group or whatever, example: yourname+namesite@gmail.com. You can then filter those emails into a specific spammy folder you check periodically.<\/p>\n<p>If you are using apple Mail or similar program and you really can&#8217;t cope with the inflow of emails, you can create\u00a0a filter that auto-responds to all unopened emails &gt; 14 days old w\/the following message:<\/p>\n<blockquote><p>Your email (below) is now 14 days old and has not been opened. \u00a0To minimize email buildup your email has now been placed in the archive. \u00a0Should you still require a response simply respond back and you&#8217;ll\u00a0automatically\u00a0be added to the priority queue. \u00a0Thank you.<\/p><\/blockquote>\n<p>Good luck<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Are you drowning in your inbox? I try to keep keep all my inboxes to zero. Whatever I have in my inbox requires action. Once the action is taken, and action could be just answer quickly, then I archive them. I have unified inbox, meaning that my inbox has emails from 5 different accounts. I [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[4,2],"tags":[8],"class_list":["post-4088","post","type-post","status-publish","format-standard","hentry","category-journal","category-technology","tag-tips"],"jetpack_featured_media_url":"","jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/tokao.com\/wordpress\/wp-json\/wp\/v2\/posts\/4088","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tokao.com\/wordpress\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/tokao.com\/wordpress\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/tokao.com\/wordpress\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/tokao.com\/wordpress\/wp-json\/wp\/v2\/comments?post=4088"}],"version-history":[{"count":0,"href":"https:\/\/tokao.com\/wordpress\/wp-json\/wp\/v2\/posts\/4088\/revisions"}],"wp:attachment":[{"href":"https:\/\/tokao.com\/wordpress\/wp-json\/wp\/v2\/media?parent=4088"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tokao.com\/wordpress\/wp-json\/wp\/v2\/categories?post=4088"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tokao.com\/wordpress\/wp-json\/wp\/v2\/tags?post=4088"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}