Bedroom
Office Desk
Email Inbox
The cleanliness level of these items seem to be interdependent to organized (or in many cases disorganized) thinking.
I have seen some great articles on keeping an email inbox uncluttered. Some tech solutions include filters and smartfolders that auto file based on customized, pre-determined criteria.
Some of these basic reminders are not as intuitive as the would seem.
Folders
I like to make it as easy as possible for myself to file those reference emails and narrow the number of emails I will need to search through when looking for that Christmas party save-the-date. Crisply named folders make it easy to file away emails as soon as whatever action item is performed on them. The trick is to ensure the names resonate well enough to eliminate the question of where to drop that next email.
Admin
This folder includes anything from HR, general office procedures, and records for software downloads/additions.
Program Management
Here is where I keep my process-improvement items that are not project specific. This might include references to PM software or general requests to generate reports and action item lists.
Emails from the boss
These are direct requests to me.
Documents
Presentation decks, formatting, verbiage - anything I may need to reference when sending out "company-official information."
Project Specific Folders
Nuff said. One folder for every project I have ever worked on. Code names are key to protect company's confidentially.
Actions
Prior to filing I need to perform an action on each and every email. Be it a quick response, a task to update in my to-do list or an action to add to my checklist, the email inbox should really only be used for new email items. Email chains seem as though they are a good method of information exchange but the truth is reply chains get lost in the shuffle and people often end up making the same requests multiple times without realizing.
A good way to get away from this is to reference a tracking system(similar to a bug tracker). Bug trackers can be a great way to maintain documents and revisions. If anyone requests a document, simply refer to the bug number.
Respond Quickly, Succinctly, and with a Game Plan
Lack of response to an email can be the nail in the coffin for someone's profession. Having a responsive reputation can boost your professional more than anything else. Not having a good reputation in responding to emails can absolutely break a career. Even a quick "need to circle back, will get back on this date or include in the wrap up summary" is better than waiting for the perfect answer before responding.
The email inbox is a great tool but can easily become a beast if not managed correctly. These quick tips are a great start.
