Avoiding Inbox Overload: Advice on Better Managing E-mail

Here's some evidence of MIT professor (and serial company founder) Bob Langer's incredible speed with his BlackBerry:

From: Scott Kirsner
To: Robert Langer
Sent: Oct 20, 2009 8:24 AM
Subject: Can we talk e-mail advice, sometime this week?

Hi Bob -

I'm talking with busy people this week for a column about how they manage their e-mail without getting overloaded. Do you have five mins to chat today, Wednesday, or Thursday AM?

Best,

Scott


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From: Bob Langer
Subject: Re: Can we talk e-mail advice, sometime this week?
Date: October 20, 2009 8:28:49 AM EDT
To: Scott Kirsner

I can give you a call now. Let me know.

And with Paul Levy, CEO of Beth Israel Deaconess, we just corresponded by e-mails, and didn't talk on the phone (though I'd explained in my original message that I was working on a piece about how busy people manage their inbox):

From: Paul Levy
Subject: RE: Can we talk e-mail tactics this week?
Date: October 20, 2009 11:54:34 AM EDT
To: Scott Kirsner

Two part answer:

I reserve 5-10 minutes each hour to check email, so that I don't become the bottleneck for people waiting for a reply.

I read each item once and only once and immediately deal with it. Reply, forward, or delete.

Paul

Paul F. Levy
President and CEO
Beth Israel Deaconess Medical Center
Blog: http://runningahospital.blogspot.com/
Twitter: http://twitter.com/Paulflevy

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From: Scott Kirsner
Sent: Tuesday, October 20, 2009 2:46 PM
To: Levy,Paul (CEO,Beth Israel Deaconess)
Subject: Re: Can we talk e-mail tactics this week?

Thanks for the reply. Do you mostly deal with it on your Blackberry, or laptop/desktop?

And is that 24 hours a day, or just during working hours? What about e-mails that require a lengthy/thoughtful reply, or some kind of follow-up action?

Thanks,

Scott

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From: Paul Levy
Subject: RE: Can we talk e-mail tactics this week?
Date: October 20, 2009 2:57:50 PM EDT
To: Scott Kirsner

No Blackberry! See here: http://runningahospital.blogspot.com/2006/12/blackberry-cold-turkey.html

Only at my desk, at work and at home. So, roughly from 4:30 am to 10pm.

If I am travelling on a plane or train for business for a day or more, I take a laptop and check it from time to time, or use a computer at the location.

I do not check emails when on vacation, ever.

I don't use emails for thoughtful and lengthy replies. It is a poor medium for that, in that subtleties are lost. If a long reply is warranted, I do it in person or by phone.

If I am required to do follow-up action, I send a person a note when I've done that. Ditto in reverse when I hope for a follow-up action by the other person.

Paul F. Levy
President and CEO
Beth Israel Deaconess Medical Center
Blog: http://runningahospital.blogspot.com/
Twitter: http://twitter.com/Paulflevy

Finally, here's some advice I got from my followers on Twitter, when I asked what people to do avoid inbox overload. Add your suggestions in the comments below, if you would.

- @joevc: Always use a secondary e-mail account when purchasing online, registering for events, signing up for betas, etc.

- @bmarketingplus: Avoid email overload w/ filters . I filter so everything that is addressed 2 me (vs. cc'ed or sent 2 a list) is in color.

- @wapl: Limit how much you get. Get off mailing lists. Let others make decisions without you. If you open it, deal with it.

- @rosspruden: I use email aliases & filter email not sent directly to me into a ONCE/DAY folder which I check... wait for it... once a day.

- @stephensaber: Filter quickly, task yourself for following up or reminders, and file immediately in a searchable fashion

- @TommyW: Ruthless use of the delete key. And don't let processing hang about, clear things quickly.

- @stephaniekays: 1. gmail labels 2. reply asap 3. keep it short 4. once it disappears off the preview pane, it's a lost cause

- @DJ_JD: I go through my inbox every Friday and get it back down to 25 messages max. Also create folders to keep things organized.

- @gweber: my trick is to not have it open all day. I only hit email 3 or 4 times during the day, if not it's overwhelming.

- @pegnato73: It's all about folders and always seeing the bottom of your email. The inbox should be your to do list.

- @billclerico: Learn keyboard shortcuts - makes you 2-3x more efficient when churning through your inbox

- @bznotes: Instead of trying to clean out my Inbox, I have created a folder for "must reply". I get to the inbox when bored.

- @jpamental: Any message that can be dealt with in 15 seconds or less, deal with. Otherwise make a task & file/delete it. inbox zero often.