Curious about Communication | Responding to Emails
How does your email organizational system help you remember to answer emails?
There seems to be two camps for taking action: before responding to the email and after responding to the email.
Before responding to the email.
1) Leave the email in the inbox
Some people would read an email, then flag it or mark it as unread so they would know they still had to answer it. This breaks the rule of “never touch something more than once”, but for many people, they needed time to think about their answer. The flag or the unread mark helped them remember to answer the email.
2) Move emails somewhere else
a) Some people move their emails into an action folder or an “in progress” mailbox. The equivalent of a “to do” list.
b) Some people set up filters in their email to automatically move emails into appropriate mailboxes. Since the email is unread, the specific mailbox for the job or client will show that there is an unread email inside. The person knows that they need to look inside that mailbox to respond.
After responding to an email:
1) Delete all emails:
One person deletes an email after he has responded. He keeps no records. Sometimes he would dig through his Gmail trash if he needed to find something. This seems to work well for him.
2) Delete some emails (for storage reduction and for clarity):
A few people would delete all the emails in a thread except for the very last message in the thread.
If the first message of the thread contained a document or image and they wanted to keep that email, they would flag it then file it in the appropriate mailbox within the email program, so that they wouldn’t delete it by accident.
3) Move emails into appropriate job or client mailboxes
After responding to an email, people would know that it was complete by filing it into the corresponding mailbox for that job or client.
4) Move emails into “waiting for answer” mailbox
After responding to an email, delete the email, then go to the “Sent” mailbox, grab what was written in response and put it in a “waiting for answer” mailbox.
Then what’s in the inbox are only emails that still need to be answered.
Periodically check the “Waiting” mailbox to see what communications are still on hold (and to wonder why it’s taking them so long to answer!)
File the email after a response has been received.
People had figured out different ways to keep their communication on track.
I’m sure there are more systems out there.
I’m curious to hear what else people have come up with….