Okay, You’ve Declared E-Mail Bankruptcy. Now What?

5/14/10Follow @wroush

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messages that don’t really require a written response, but do require some action—meaning they should be transformed into items on a separate to-do list. Which brings me to…

2. Pick a to-do list system that you like and use it. The to-do list is your repository for action items that can’t be crossed off just by sending an e-mail, but are part of the big ongoing projects in your work or home life. It’s an essential complement to your e-mail management system.

Many people just keep their to-do lists on paper, which works perfectly well. For a while, I was a devotee of the “Hipster PDA” method, which involves carrying a stack of index cards held together with a binder clip and using a separate index card for each action item. But I’m too much of a gadget freak to resist the call of the multitudinous software-assisted to-do list options. (There are at least 500 to-do list apps just for the iPhone and iPad.)

Lately I’ve been using Bento, a program from Apple’s Santa Clara, CA-based subsidiary FileMaker. If you just want to keep a to-do list, Bento is definitely overkill; it’s a powerful consumer-oriented system for building customized databases that can help you keep track of everything from your favorite recipes to your contacts and calendar events to your home inventory. But I like it for several reasons.

First, the customizability means that you can fuss to your heart’s content with the template for your personal to-do list. If you want a field for the status of your items (In progress? Completed?), the due date, or what overarching project they belong to, you can easily create them. Then, once you have a bunch of to-do items stacked up, you can sort them according to the various fields. If you need to see what’s due tomorrow, for example, you can sort the items by date, or if you need to see them separated into project categories like Work, Home, or Shopping, you can do that too.

Also, I’m a fan of Apple products, and Bento makes interoperable versions of its software for the Mac, the iPhone, and the iPad. This means you can review or update your to-do list on your laptop, your phone, or your tablet and wirelessly sync the changes with the other devices. (Thankfully, this synchronization occurs over your local Wi-Fi network and does not depend on Apple’s MobileMe service, which doesn’t work worth a damn, in my experience.)

Of course, whatever to-do list system you use, you’ll find it much easier to add items to your lists than to cross them off as completed. I can’t help you there, and neither can Matt Perman or David Allen or any of the other productivity gurus. But if you can use tricks like folders and lists to get control of your e-mail inbox, you’ll have a little more mental space free for tackling the big stuff.

Wow—I said at the beginning that this column would be shorter than usual, and here I am at 1,600 words. I’d better head off to deal with my inbox, which has doubtless swelled quite a bit since I started writing this. I plan to make short work of it.

For a full list of my columns, check out the World Wide Wade Archive. You can also subscribe to the column via RSS or e-mail, and you can download Pixel Nation, an e-book version of the first 80 columns, as a free PDF file or a $4.99 Kindle edition.

Wade Roush is a contributing editor at Xconomy. Follow @wroush

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  • http://www.dailygrommet.com Jules Pieri

    I moved to keeping an empty email box about a year ago, but I did it gradually. My first move was to make sure it was empty just once a week, on Fridays. You can imagine the wonderful (not) Friday evenings I spend adhering to that goal. I shifted to a daily goal and pretty much keep to it, using a version of the process you described. My own rule is to have no more than a viewing pane of emails in the inbox, most of which would fall in the “read/hold” category you mentioned. The biggest key to doing this is indeed handling the quick ones on the spot, as you prescribe.

    I still haven’t totally gotten over the “email inbox as to-do list” issue. It is still a “to-do” to keep on top of it the way I do. One big giant, soul-sucking, boring, and annoying “to-do.” It’s an understatement to say that I have no love lost for email.

  • http://www.baydin.com/boomerang Alex Moore

    Wade, I wish you’d been at MassInno on Wednesday, because our presentation for Boomerang was pretty much a carbon copy of paragraphs from this article in terms of laying out the problem, plus a few humorous images.

    We gave a demo of how Boomerang makes it easy to manage those emails that Matt described, helping people to handle email without feeling like robots.

    It sounds like you’re on a Mac, but if you’ve got a copy of Outlook kicking around, let me know! Otherwise, we’ll have a version for Gmail coming out in the next couple weeks.

  • http://www.xconomy.com/author/wroush/ Wade Roush

    @Jules: I feel your pain. And I admit that I do leave some e-mail in my inbox as reminders of things I’ve got to take care of. I think the danger is that if you let them stay in there longer than one day, there’s much less chance that you’ll actually get around to doing them.

    @Alex: Thanks for your comment. I’m aware of Boomerang and similar tools like Followup (which Erin profiled here recently). Thankfully I escaped from Outlook a few years ago and would never consider going back. But I’d love to try out your Gmail version when it’s ready. Generally though, I’m skeptical about the idea of dealing with the difficult e-mails simply by forwarding them to yourself in the future. This seems like just another way of delaying the pain. Of course there are people who argue, in all seriousness, that putting off as much stuff as you can is a good time management technique!

  • Michael Hawes

    Wade, thanks for another excellent article. I find all your articles informative, well-researched and well-written. Keep it up!

  • Alex Moore

    Aye, at some point you have to pay the fiddler’s bill.

    To be honest, I was skeptical too, until I started using the thing every day. Knowing that there are 3 difficult emails left, and nothing else, is psychologically very different than looking at an Inbox with 20 messages in it, only 3 of which are actionable right now. Looking forward to seeing if the Gmail version has the same effect on you!

  • Bill Baker

    A small additional tip for Outlook users, but likely applies to all or most other email clients: Your answer, read and hold folders will be spread out in your folder hierarchy, because the folder list is usually alphabetical. Read might not even show in the first N folder names. I named mine ’0 – Answer’, ’1 – Read’ and ’2 – Hold’. They are always at the top of the folder list and top-of-mind.

  • http://www.xconomy.com/author/wroush/ Wade Roush

    @Bill Baker—that’s a really good point. I actually did the same thing in Gmail, which has folders but calls them labels. I created three labels called “1 Answer”, “2 Read”, and “3 Hold”, and now they’re at the top of my label list, which makes it easy to drag-and-drop emails right into those bins.

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