Friedbeef’s Tech

In our quest to defeat email overload, we’ve covered the first two stages in the email Zen methodology.

Stage 1: Get to Zero Email In Your Inbox

Stage 2: Working from your Followup Folder

Using these fundamental steps effectively, you would have:

1. Whittled your inbox down to zero emails
2. Already answered any emails that needed a quick response
3. Broken down all your other email and projects into mini-tasks, each with it’s own timeline
4. Created a single unified list of everything you need to do, in order, so you can only focus at the key issues at hand

Now in part 3 we will finish off by fine tuning the process with some quick tips.

Stage 3: Fine Tune Your Outlook Workflow

Don’t…

1. Check your email every few minutes

Processing all your email in bulk will help you focus on your tasks at hand and prevent yourself from getting hijacked by another email. I make it a point only go through the bulk of my email a few times a day.

2. Get notified when a new email arrives

Turn off ALL the new email notification settings in Outlook. Go to Tools –> Options –> Email Options –> Advance Email Options, and uncheck all the items under the ‘when new items arrive’ section (see screencap below).

Do…

1. Use a desktop search tool to find an organize all your email

I’ve said this once, and I’ll say it again - Desktop Search is so good, it’s life changing.

2. Pick up the phone or walk over to your colleague’s cubicle

Rather than relying too much on email, why not make it save some time by picking up the phone? You’ll also be adding a more personal touch.

3. Set up Outlook to attach files faster

4. Try out other outlook tips prescribed by Friedbeef’s tech

And that’s it! You’re now well on your way to achieving email Zen in Outlook. If you have any additional outlook tips, please leave a comment or drop me an email.

Read parts 1 and 2 of the email Zen methodology:

Part 1: Get to Zero Email In Your Inbox

Part 2: Working from your Followup Folder

Part 3: Fine Tune Your Outlook Workflow