How To Reach Inbox Zero With These 4 Super Simple Techniques

 

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Hey guys. Kosio Angelov here and today I want to talk to you about four simple rules that have really helped me get out of the inbox rut, get out of the addiction to email and to help me really reduce all my email and the time that I spent in my inbox by probably 50 percent. I’m talking about reaching the coveted inbox zero.

They’re very simple, very easy to follow, but they’re extremely effective and if you put them to use the way I’ve done it for myself, I’m guaranteeing that you’re going to get a lot less emails. You’re going to process them a lot faster and you will be a much happier person because there’s no email stress and you’re going to be that much more productive.

1 – Never check email in the morning

So here we go. Rule number one is never under any circumstance check your email first thing in the morning because unless you work in customer service or your work is somehow related directly to email, chances are that being in your inbox and checking email and sending out emails does not really constitute work for you.

It’s not the best use of your time and there is certainly something better that you can do either for your personal life or for your business life than being in your email.

There is a quote by one of my mentors Brendon Burchard and the quote goes like this. “Your inbox is nothing else than a nice organization system for other people’s agenda.”

Think about it for a second. That is so absolutely true because all the emails that we get – at least most of them – are either emails that ask something of you or ask you a question.

Rarely do you get a message that’s something that you can use, something that puts you in a good mood. Usually it’s other people asking stuff of you. Try not to check your email first thing in the morning and as a simple rule of thumb, don’t check your email for at least three hours after you’ve begun your day.

If you wake up at 6 o’clock and you begin your work at 7:00, don’t check your email until 10:00 and if you wake up at 9 o’clock and you go to work at 10:00, then don’t check your email for three hours or at least until 1:00 PM.

Take those three hours or even more if you can and just concentrate on the most important, the most meaningful tasks either in your personal life or on your business life or both and just accomplish that task before you get into your email and before starting to address other people’s agenda.

So rule number one, do not check your email first thing in the morning. Wait for three hours, work on your business and on achieving your goals and only then go and check your email.

2 – Process all your emails

Rule number two, when you actually do check your email, process all your emails. Don’t just open them and read them. Process them. Here’s what I mean by process.

When an email comes to you, you should apply only one of four actions. One, you can either reply to it if it’s something that requires a reply or you can delete it. You should learn to be very, very liberal with the delete button and I know it’s hard because you need to let go of certain things and you need to let go of the mentality of, “Oh my god, what happens if I really need that email but I delete it?”

If you really sit down and think about it for a couple of minutes, most of the emails that you get should be deleted on the spot and you shouldn’t even open it.

I know it’s true for me and I’ve been struggling with this letting go of emails for years. So I know it’s hard. I know it’s not the easiest thing to do but trust me, if you learn to be very liberal with the delete button, it’s just going to make your whole email process a lot easier.

Either reply to an email or delete it. If it’s something like let’s say a shipping notification, let’s say you bought something from Amazon either for yourself or for your family or for your business. This is a shipping notification. You cannot really reply to that email because there’s nothing to reply and you shouldn’t delete it because you might actually need that information. Some emails that give you some sort of information should be just archived. So go ahead. Archive that email. It’s a click of a button and that’s it.

The fourth possible action that you should take when you receive an email is –  if it’s addressed to you but you’re not really the person that can actually reply – forward it to the right person. Forward it to somebody in your team or somebody in your staff or a family member that knows better.

So to make it short, four possible actions when you receive an email. You reply to it. You delete it. Archive it if it’s something that you need for later or just forward it.

To make things easy, just apply the “one-touch rule”. Once you open an email, you need to take an action. You need to take one of those possible four actions and that’s it.

Don’t let any emails just sit in your inbox. Don’t just open them, read them and be like, “Oh, I will take care of them later.” There is no later. Once you check your email, once you open that 1 message or 15 messages or however many you have, just take action for each one of them and just get them out of the way.

Rule number one is don’t check your email first thing in the morning and rule number two is when you check it, process all your emails.

3 – Check your email no more than 3 times a day

Rule number three is check your email no more than three times per day. I know for some of you that it might seem a little extreme because you’re used to checking email like every two minutes, every five minutes or if you’re away from your computer, you just grab your iPhone and just check your email or your tablet, but trust me, email does not constitute work for you or it shouldn’t unless of course you work in customer service.

So try to check your email three times a day or if that’s a little too extreme for you, try to check it five times a day and then slowly go back to three.

The way I’ve made this work for me is I check my email three hours after I’ve started my work day. That’s usually around 8 o’clock for me. So the first time I check my email, it’s at 11:00. Then I check my email sometime in the late afternoon and then I check my email in the evening and that’s it.

I try to just check it three times a day and I spend no more than 30 minutes each time just processing my emails, replying, archiving, deleting or forwarding and that’s it. My total email time for the day is usually less than an hour and a half.

It takes some getting used to it because checking your email all the time is a habit like everything else. It will take some effort and some dedication (like any other habit) for you to roll back to three times a day but that’s all you need. Just try it out. Try not checking your email. Try checking it for three times a day and you see it’s not as hard as you can imagine.

4 – Don’t let emails distract you

Rule number four is don’t let your email and your inbox interrupt your day. Don’t let it be a distraction. If you are in the Outlook or Thunderbird or any other mail application, just turn it off.

When you’re working, when you’re concentrating on your most meaningful task, just turn off your email and that goes – the same goes for any gadget you have. Turn it off on your phone. Turn it off on your tablet. Turn it off on anything that can receive email.

When you check your email, check it manually. Don’t let every single message that comes produce a vibration or a ping or a beep or something that can steer away your focus.

Just put it on manual or just turn off all your email while you’re in the zone, while you’re working, and while you’re achieving your goals. So put these four rules to use and they’re not so much rules but they’re simple habits that you actually implement. You’re going to get to an inbox zero in no time.

Over to you now

I’ve been using it for many years and I can assure you that if you put them to use, if you make them part of your daily routine, your email time and the amount of emails that you get and the way you think about an email is going to dramatically change.

Don’t check your email first thing in the morning. When you check your email, reply, delete, forward or archive or in some way process every single message. Check your email three times a day and rule number four is set everything that receives email on manual and don’t let email become a distraction.

Try it out tomorrow. Try it out for yourself because you might be skeptical at first but just don’t check your email for three hours tomorrow morning and when tomorrow becomes the most productive day you’ve ever had, you will realize that email is really holding you back. It’s meant to communicate with people and it’s meant to be a productive thing because people don’t have to call you. You don’t have to go to meetings. Everything is done through email nowadays. But email is a distraction. Email is not work. It’s not productive work.

Do yourself a favor and just don’t check your email for three hours tomorrow morning and you’re going to see how tomorrow is going to be a very, very productive day and you’re going to be that much more efficient and effective.

After you’ve implemented rule number one, then slowly add rule number two, rule number three, rule number four and you’re going to see how your inbox gets to zero on a consistent basis.

Finally, if you would like to take your product to the next level and really become more efficient and more productive and learn how to manage your time better, plus eliminate all the negative habits and substitute them with new, efficient and healthy ones, plus learn how to eliminate all distractions and really keep yourself focused, click on the link below and I will send you my content-packed ebook on how to double your productivity in just 30 days.

The book is worth $97 but you can get it for absolutely free. Also I will make sure to send you many more valuable free training videos and resources to help you become more productive, get to the next level and really achieve your goals much faster. Simply enter your name and email address by clicking the link below and get it all right now.

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What other methods do you use to reach inbox zero? Share in the comment section below: