Yesterday, I wrote a blog post on a great way to handle email with a 4-folder system. One of our readers asked a question in the comments, and I’m answering it here.
Christine asked: So what are you putting in the Follow Up, Hold & Archive folders? Where do articles go that you want to read later, but don’t have time to read right now?
Here is what I’m doing:
Email Folder #1: Follow up:
This folder is for any email that requires a response that will take longer than 2 minutes and can’t be done immediately. For me, examples of things in my inbox that I put in my follow up folder were:
– new client inquires
– existing client “can we do this” or “I have an idea for a project” sort of things
– emails from my team with projects ready for my review or things that needed my input
– an email about an event I’m speaking at where I have some forms to fill out
Email Folder #2: Hold:
This folder is for anything that you will need to look at or reference in the near future (but isn’t necessarily a “task”). This is where I will keep my “read later stuff.” You could also keep documents in here that are related to a task, that you will need for reference. For instance, I am working on process / system documents for my team. Two of my project managers sent me some ideas and outlines, so I put those in the hold folder to reference as I’m working on it. Examples of specific things in my hold folder right now:
– an ebook I want to read later
– a link to a resource someone sent me. I want to look at it eventually and don’t want to lose it, but it’s not really a “do this soon” sort of thing.
– an email from a team member with some information I may need to reference later (but doesn’t require a followup)
– an email with information about project that needs a cost estimate**
– an email from a team member with some information I may need to reference later (but doesn’t require a followup)
– an email with information about project that needs a cost estimate**
** Here is an example of how the folders work together:
Item #4 (above) started out in the follow up folder. It was a request (through a project manager) to submit a cost estimate for a project. After reading the email, I learned that the project manager was handling it. I wrote back and said I wanted to see it before it went back to the client. So, now I have technically followed up on the email, but it’s not “done.” So, I moved it to my hold folder. When I get the email back from my project manager with the estimate to review, I can pull the original client request from the hold folder, make sure it’s good to go, and then put it all in the archive folder.
Email Folder #3: Archive:
This folder is for things you don’t need anymore, but don’t want to permanently delete. This is your electronic “file” drawer. All those folders under your inbox that you currently have…you don’t have to actually get rid of those. You move them to your archive folder. The key thing here is that you don’t actually see them unless you need them (but, you shouldn’t really need things from here). My archive folder has about 11 folders under it right now. If you like to keep things separated by client, you might choose to have a folder for each client. (We use Central Desktop, so I don’t keep client files in my email anymore…but, I used to). Here are examples of some things that I keep in my archive folder:
– past invoices from my team
– record of important communication from clients
– client inquiries
– files and emails from my mastermind group, and past mentors / coaches
– record of important communication from clients
– client inquiries
– files and emails from my mastermind group, and past mentors / coaches
I also created a folder called “emails to keep that don’t get their own folder” I’m a big believer that over-organizing can lead to not really knowing where anything is. I’m trying to eliminate some of my folders. It happens often enough that I know I filed something away, but that I have to look through a few folders to figure out where I put it. So, if I know it’s just “archived”, and everything is mostly in one file, it will be easier for me to find later if I need it.
Email Folder #4: trash:
Just to clarify…this isnt’ really a “folder”, but it’s part of the process, so I’m labeling it as one. Anything that you delete, don’t expect to see it again. Do not file things in the trash! If you think you could ever possibly need an email ever again, put it in the archive folder. Things that go in the trash:
– Emails about enlarging certain body parts that I do not possess
– Links to YouTube videos about cute kittens (what IS it with the kittens?)
– Any email that contains more than 3 exclamation points or contains things like “send this to all your friends!”
– Links to YouTube videos about cute kittens (what IS it with the kittens?)
– Any email that contains more than 3 exclamation points or contains things like “send this to all your friends!”
Hopefully you get the point here. This is the trash. There isn’t really much to say about it.
So – that’s my system. I’m trying it out. I may tweak it a bit as I go, but that’s what I’m starting out with.
For anybody trying out this system (or something similar), I’d love to hear what you are doing and how it’s working for YOU! Please let me know in the comments.
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