Email Categories

Okay. So now you've built folders for your emails,

and started triaging your growing inbox into those folders.

What next?

I strive for inbox zero, but that's not always possible, especially now that I've trained myself to let go of responding compulsively all day every day.

So, what do I do when the emails start to pile up, I've read them, and I don't have time to respond or take action right then and there?

I color code the emails.

By tagging the emails by category (color), I tell my brain that I've dealt with the email for now.

The color also sets the priority, so I know what to tackle first when I get back to the emails to take action.

In a dream world, the categories are in alpha-order, with most important at top (that way the emails fall into that category-order once tagged).

That's not possible for me and my categories, so I include a numeral to keep them in order, as follows:

🔴 (1) ASAP

🟠 (2) Work

🔵 (3) High Volume Client

🟡 (4) Professional Development

🟢 (5) Personal

I also use these categories (built into Outlook) to color code calendar appointments.

Throughout the day, I tag emails with the appropriate category (and color).

Then, when I have a natural breaking point--and at least each day as part of my closing ritual--I return to my inbox and take action on the remaining emails:

🎬 Place in folder, because no action required;

🎬 Respond;

🎬 Add to to-do list and then place in appropriate folder;

🎬 Schedule in the future (on calendar, or future to-do list) and then place in appropriate folder.

To be organized and efficient takes a lot of work up front.

But, I think it is worth it.

At least my brain feels better when I rely on these tools and guardrails.

How do you keep your inbox from controlling you?

#lawyerwellbeing #professionalwomen #gettingthingsdone #productivity