Email has become second nature to most of us.  This can be a great tool or a real time killer!  I have found the following system to help me manage my email time.

I strive to open my Email account three times a day as follows:

First Time

Before I open the email, I have decided three to five emails I need to send out and one or two email replies I am expecting.  I make sure that I complete these tasks before I look at anything else!  How do I do that?

1. In my blackberry, I complete writing the emails I need to send out, before even restoring connections.
2. Once I restore connections, I search for the names of the people I am expecting emails from.  If I have received something from them, I reply to them right away.
3. I scan through the rest of the emails, and I may pick five to seven emails to respond to. Then, I close my Email connection turning a blind eye to the rest of the emails.

Second Time

As the day progresses, I may decide to send another few emails that are important and will have one or two more email replies, I am expecting.  I follow the ritual # 1 to # 3 above

Third Time

1. I go to my email account when I am really feeling tired and lazy.  Here I just open the email account and I find that as soon as I am in it, I am no longer sleepy and tired. Email is the equivalent to a "Venti Dark" (dark black large coffee)!
2. I scan and respond to the most important few emails I find.
3. I delete all the emails which should not be there, file some away and quickly respond to the rest.  Then I spend ten to fifteen minutes on Facebook.

One thing I do is to look at an email only once and take action right away -- to respond, to file or to delete!

The above is my ideal email routine.  Once in a while I waiver and know right away why I am so frustrated and go back to my routine.

One thing I have not got around to doing is to unsubscribe from the so many unwanted emails that keep coming from all directions!

The time and energy saved in good email management I spend in giving: to my family, to the power of giving concept that I am heavily involved in, as well as time for reading, reflecting, exercising, planning for myself.

How about you?

How is your email time management?

Your job requirements and circumstances may be different than mine, therefore, my system may not work for you.  However, by observation you can prepare your own system which improves your email management.