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7 tips of handling your Emails without feeling overwhelmed

7 tips of handling your Emails without feeling overwhelmed

Our lifehack.org reader, Roman Rytov asks an interesting question on email management. Roman starts with an example from David Lorentzo where David has gone to the extreme and plans to delete all of the cc’ed emails in his inbox:

Hi folks,

Wonder what your opinion on the matter is.

David Lorentzo suggests getting rid of a Blackberry and delete immediately emails where he’s simply CC-ed as means of taming the email monster. I feel it’s too drastic and impractical and contemplate on possible solutions on the existing problem of email overload

How do you manage your hundreds of emails? Would you mind to comment or post your own recipe of success?

Thanks,

Roman Rytov

I think because we are in 21st century, it is normal that everyone has hundreds of emails daily – and I am not an exception. The amount of emails mean that people are moving their communication channels to email. Once in a while I feel overwhelmed with emails, but most of the time my inbox is manageable. I do not feel the technology of email gives us trouble – it is a very productive tools if you (and other people) use it correctly.

Emails that are cc’ed to you are similar to other emails, and I consider those are not as important as the ones sending to you directly. In here, I will put cc’ed emails into factors and introduce seven tips that I setup and use daily to overcome the flood to my inbox:

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  • Use filtering and use it extensively. I filter everything except emails which are sent to me directly. Yes, filter all of your organization memos; filter all your mailing list emails; filter all your emails which are cc’ed to you. This way they cannot clutter your Inbox and you can choose to not read them. In regards to the email server setup: The organization that I work for uses a IMAP server with a server-side filtering system – after I setup the filters, everything will be in folders already, no matter which email client I use.
  • Filter specific sender out from the inbox. Have you identified someone who like to send/forward you emails regardless if the material is relevant to you or not? Blacklist them by filter them out into a special folder. You don’t want to read them immediately.
  • Schedule fixed time to review the folders. Ask yourself a question – if you are not reading the email in X hours, can you still perform your work? If you can, then schedule your email folders review in max X hours. Especially with cc’ed and memos, you are being informed, and you are not obligated to reply the sender. Pace your time and get informed with the emails only if you have a chance.
  • Read emails as a thread. An universal rules: If an email has more to: and cc: recipients, it attracts more replies. When you view them as a thread, you can get the information and conversation at once.
  • Don’t answer every emails, especially if you’re cc’ed. I think reading email does not require a lot of time – the time usually being used when I need to reply the email. I need to think, I need to write, I need to review. So don’t reply except you really need to. If you are cc’ed, by the logic you are only being informed.
  • If you cannot reply the email immediately, move it to a @Reply folder. After you read an email, you need to reply the sender but you cannot do it right now – why not flag it by moving to a different folder. At that point of time, you already filtered the email in your mind. If you do not act on it by moving it into a different folder (such as @Reply), you need to come back and differentiate what you need to reply with other emails – you will spend double of the time on mind-filtering it again.
  • If you cannot read the email immediately, move it to @Read folder. Similar reason as the previous tip, if you read briefly and you’ve declared an email as a “read-later” type of email. Don’t mind-filter it again, do a manual filtering by moving it into a @Read folder, and then schedule a reading time on that folder and read it all at once.

I hope these tips from my still-improving email system can help you in some ways. Of course some tips may suitable to you – some may not. But if you have something that works for you already, please comment here to help others!

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Leon Ho

Founder of Lifehack

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Last Updated on April 9, 2020

How To Trust Your Intuition When You’re Making a Decision

How To Trust Your Intuition When You’re Making a Decision

When you have an important decision to make, what is the first thing you do?

You want to know if your decision is right or wrong because, of course, you want to make the right choice. Do you go to friends hoping they will tell you? Do you agonize over it writing lists? Or have you ever tried to feel into the wisdom of your body? We all have the ability to read the body’s signs – inwards and out. But not everyone knows how to listen and trust your intuition.

You may have noticed two voices in your head arguing back and forth. They can get loud and confusing because they both seem concerned for your well-being.

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So which one is your inner knowing and which is simply resistant? You can tell through the simple exercise of slowing down, breathing deeply and tuning into your body. You will notice very real signs.

Everyone can tune into their intuition with the simple exercise outlined below. If you want to know how to trust your intuition, read on.

The Golden Rule

A rising, light and expansive feeling in your heart is a yes. A sinking, contracting and heavy feeling in your gut is a maybe or a no, which are both a no. The best way to access these feelings is by slowing down with a deep breath.

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Access Your Inner Guidance

Think of a simple decision you have to make that has two sides to it. Forgetting your background stories, take each at a time and sort of role play as you alternate each option in your mind.

Don’t go into the details of how you’ll get there or how a certain person might feel about it. Drop the stories and worries around it, simply be with one option, as though it is your choice. Remember, you can always pick up your concerns again right afterwards, if you want!

Bring option A into your mind like you are already there. It doesn’t have to be super specific, just imagine it is the direction you take. Start with the breath because it is clearing, it resets your nervous system and brings you to be completely present. Begin with your long, deep breath, exhaling all the way out.

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As you sit there and think of option A, notice what is happening in your body. What sensations are there, and where? Do you feel a buzzing in a limb or a prickling sensation? Maybe butterflies in your stomach? Sit with it, not judging it. Simply take note of what your body is telling you. If it is light and expansive then you have a good option. Now, take another breath to clear out option A.

Next you will probably notice feelings in different parts of your body as you focus on option B. Again, drop the fear and doubt you might have around it. Let yourself imagine (just for now) that this is what you’re choosing. Your breath is so important in this because it slows you down and connects you with your inner guidance. Give yourself that few extra seconds to deepen your breath. It will help you feel incredibly clear.

Become curious about the feelings in your body and how they are different from the last option. What do they mean? The answer is always in the weight of them. If they rise and feel light, you have your yes. The option that feels shrouded, heavier, contracted and sinking deeper in your stomach is the warning. It sounds simplistic, because it is.

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Your body has a profound and simple wisdom. When you let go of old expectations and open up to myriad possibilities, you can easily feel the best avenue to take simply by following what feels best. This is an important key in manifestation because how you feel at the start of any endeavor is generally how it will play out. So the lighter you feel about a situation, the happier it will be.

The Bottom Line

A special thing about intuition is that it never explains, it simply points the way. It may not always seem logical, but if it feels best then it will lead you to your success.

Remember, you need not to explain yourself either. Your internal yes will always be with you. The more you practice this and follow your internal yes, the stronger it will become and the more confidence you will gain! Soon you will notice it to be second nature, and the answer will come to you in a heart beat.

How have you connected to your intuition? We would love to hear how this exercise works for you. Where did you feel the yes or the no in your body? 

More Tips on Trusting Yourself

Featured photo credit: Adrià García Sarceda via unsplash.com

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