23 February 2021

Who Really Needs Email Folders?




When I talk about email management, I’ve had people ask me, “Are email folders necessary? Can’t you just use search to find what you need and keep everything in the inbox?”

Ask any two organizers, and you’ll probably get two different answers and there’s an argument to be made for both options.

Utilizing search can help you find an email quicker and more efficiently than digging through various folders. Locating everything in the inbox means there’s only one place to look. But…what do you do with action items?

Remember, all email is either an action item, a reference item, or a trash item. If you are keeping all email in your inbox, it’s easy for those action items to get lost among the trash and reference material. And if you get a lot of email, those important items can quickly fall below the scroll and out of sight often equals out of mind.

Which leaves you with utilizing folders to organize your email.

Using folders allows you to get your reference material out of your inbox and away from any action items that may be hidden. It also means that, when you do utilize search, you can do a focused search in one folder, rather than a broad search in all of your email. Having folders can allow for quicker retrieval of that one email you’re looking for.

But it does take time to create a folder structure – even a very general one – and it takes effort to process your email into those folders every day instead of just leaving them in your inbox.

So what’s the right answer?  The answer is, it depends on you. I prefer a folder structure. Even a general one is going to help you organize your email and allow you to keep those action emails front and center. Yes, it’s a little bit of effort, but one I feel is worth it in the end.

Need help getting those emails tackled? Let me know and we can figure it out together! 

16 February 2021

Reason 11 To Keep Your Email Organized




Texas is in a deep freeze this week. For me that means a frozen swimming pool, frozen pipes, and rolling blackouts. It’s all kinds of not fun. Trust me when I tell you, I’m not Zoom ready by any means. My kingdom for a hot shower.

Because of the rolling blackouts, we have 15 minutes of power, then 30 minutes of no power. No power means no internet, which means no sending emails or checking Facebook. It also means conserving my laptop battery as much as I can by leaving it turned off unless I’m actively working.

But April, just use your phone! Of course…except AT&T is having trouble with their towers as well so no Internet there either. I know, bummer all the way around. I thought I left this behind when I moved away from Iowa.

So when I do get 10 or 15 minutes to work, I try to make sure I am being as productive as possible with my workload. This is when having my email organized becomes an asset. Instead of spending my precious time sorting and searching through emails for that one message, I can go right to what I need to work on. Then, I can knock out 4 or 5 email responses before the power goes out again.

Focusing on work right now is tough, but being organized helps me be super productive when I actually crawl out from underneath the blankets and cats. How about you? What’s your why for getting organized?

If you need help figuring out your why, give me a call and we’ll talk about it!

26 January 2021

Bing! You’ve Got Mail!




I visited my nieces recently. The 4 year old likes to play dolls and was thrilled about having a new playmate around. However, it was ‘Play!’ every five minutes we weren’t actively engaged in playtime. No time for auntie to read a book or watch TV. No, it was all play all the time.

Email can be like that too. When you’ve got notifications on your phone or computer, every time you get a new email there’s a little ‘bing’ that goes off and demands your attention. No time for getting anything else done when you’ve got email tugging at your attention. Kind of like a toddler tugging at your pants.

So what should you do? Turn off your email notifications! Both on your phone and on the computer. Don’t let email dictate your life. Set aside specific times during the day to check email and use the rest of the time to focus on other work. It can take some time to get used to, but your productivity will thank you.

Are you interested in detoxing your inbox? I’ve got a plan for that! Sign up today for a Discovery Conversation and we’ll talk about how to get your email under control.

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11 August 2020

Computer Cleanup Challenge – Email




Is your computer bogged down with too many icons and too many bookmarks? Are there files and documents everywhere but where you need them? Is all that junk getting in your way and slowing down your productivity? Maybe it’s time for a computer cleanup!

Join me this month as we clear away the clutter and streamline our computers!

Week 2: Email

If you have over 100 emails unread – you’re not alone!

To start the cleanup process, go through your inbox and mark all the emails as read. Then scan each email starting with the most recent.

Read the email once and decide right away – action item, reference item, trash item. Need details on how that all works? Check out the series I posted here about email management –

When cleaning up, tackle your email in 5 or 10 minute chunks – don’t allow email cleanup to monopolize your whole day. Remember, if an email is more than a month old, there’s probably no urgency with it.

Once you’ve got your email cleaned up, remember to tackle incoming email with the same question – action, reference, or trash. Asking the question, and acting on it, will help you stay on top of email clutter. 

Join us next week when we talk about maintaining a clean desktop. 

Prefer to receive these updates in your email? Sign up for the Ilios Digital Tips and Tricks Newsletter!

13 June 2019

Why Inbox Zero Worries is better than Inbox Zero




You’ve heard of Inbox Zero, right?

It’s the philosophy of getting your email inbox all cleaned out, zero emails. It’s a great goal, one that a lot of people strive for. Strive and then are disappointed when they can’t reach it. Because to be honest, I think Inbox Zero isn’t realistic for the majority of us.

Picture this. You work and work and work and finally achieve the holy grail of Inbox Zero. You step away from the computer to get a celebratory drink of something tasty and when you return…you have four new emails.

So much for Inbox Zero.

What if instead of trying to get down to zero emails in your inbox, you got to a place where you spent zero time worrying about email? 

Imagine this – you go to your inbox and find a handful of new emails. 
Two minutes later you’ve got them sorted, filed, and ready to be followed up with. You check your Waiting folder to see who is still outstanding, then continue on with your workday. No more worrying about emails getting lost below the fold. No more stressing, wondering if you actually followed up with someone.

Zero worries. Carefree as a child.

It can happen!

If you’re ready to stop worrying about your email and start enjoying the time you’ve reclaimed, Ilios Digital can get you there. Schedule your Discovery Call today and let’s take you to Inbox Zero Worries!

6 June 2019

Delayed Decisions Lead to Clutter




My husband takes off his socks at night when we’re sitting in the living room playing on our computers and pretending to watch TV.  No big deal, right? Except for the next three days, both of us will walk past those lonely white socks four or five times a day and still, the socks stay where they fell.

Email is like this too. We get a new action email, read it – and decide it would only take a few minutes to complete – then leave it in our inbox while we wander off to do something else. We come back to our email how many times a day, re-read that action message, but still leave it undone until ‘later’. Well, later comes with twenty other action emails waiting for your attention. 

What would have happened if you had taken 2 minutes to respond to the email instead of putting it off till later? Probably the same thing that would have happened if my husband had taken 2 minutes to pick up his socks and put them away.

Less clutter.

Our delayed decisions lead to clutter – both in your inbox and in your living room. David Allen of Getting Things Done says if you have a task that will only take a couple of minutes, you should complete the task then, don’t put it off till ‘later’. Doing those two-minute tasks right away is another way to keep your inbox under control. Sure, some action emails require more effort but don’t ignore those two-minute tasks. 

Too many emails to tackle on your own? Let me know! Ilios Digital Organizing offers an Inbox Detox program that can get you back on track.

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