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Stress free email handling

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Ocean Dong

The document provides tips for handling emails in a stress-free way by focusing on immediate lightweight handling and on-demand or timed heavyweight handling. It recommends quickly reading and responding to emails within 2 minutes of receipt and saving others as drafts. For important emails, it suggests quick judgement on urgency and keeping memory of follow up needed. Heavy tasks like deleting old emails should be done once or twice daily according to a schedule. The overall goal is to reduce stress by keeping the inbox and drafts empty through regular light scanning and timely heavy tasks.

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Stress-Free Email Handling Ocean Dong, 14/06/2007
Background World¡¯s First Email How Many Emails Everyday We don¡¯t really like emails because they Arrive randomly Vary extremely: area, size, importance, etc. Annoying and interrupting
Usual Ways Random Busy? Important? Interesting? Big? Who? Mail Time
Problems Easy to Accumulation, thus Delay Miss Urgent Mails Unsure How Many Left Stress
Stress-Free Way Immediate lightweight handling On-Demand heavyweight handling only extremely necessarily Timed heavyweight handling
Immediate Lightweight Handling (1) Quick Read on Receiving Finish it in 2 Minutes Delete Archive Reply & make a waiting-for Delete & make a waiting-for Otherwise Save a draft & delete original Leave it in Inbox
Immediate Lightweight Handling (2) Quick Write on Wanting Finish it in 2 Minutes Write, send and make a waiting-for Otherwise Save a draft
On-Demand Heavyweight Handling Only Extremely Necessary Quick Judgement 1: What¡¯s it about? Quick Judgement 2: Is it urgent? Keep a Memory What You Did Control Your Time and Get Back ASAP
Timed Heavyweight Handling Kill Big Mails in Inbox delete, archive or reply it Kill Drafts send and make a waiting-for Browse and Clean Waiting-fors send reminder mails necessarily Once or Twice a Day For me: half hour before leaving office
Essentials Quick Scan on Receiving Use Inbox and Draft as To-Do List Make a Waiting-for for Every Sent Mail Protect You Mind Undisturbed: 2 Minutes Rule Empty your Inbox and Draft Everyday
More¡­ Send Fewer Mails Send Simple&Effective Mails Send Mails At Specific Time Use Rule to Auto Archive Archive Fewer Mails Use Keyboard Shortcuts Mails are 99% Trash; Don¡¯t Waste Time on them!
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Stress free email handling

  • 1. Stress-Free Email Handling Ocean Dong, 14/06/2007
  • 2. Background World¡¯s First Email How Many Emails Everyday We don¡¯t really like emails because they Arrive randomly Vary extremely: area, size, importance, etc. Annoying and interrupting
  • 3. Usual Ways Random Busy? Important? Interesting? Big? Who? Mail Time
  • 4. Problems Easy to Accumulation, thus Delay Miss Urgent Mails Unsure How Many Left Stress
  • 5. Stress-Free Way Immediate lightweight handling On-Demand heavyweight handling only extremely necessarily Timed heavyweight handling
  • 6. Immediate Lightweight Handling (1) Quick Read on Receiving Finish it in 2 Minutes Delete Archive Reply & make a waiting-for Delete & make a waiting-for Otherwise Save a draft & delete original Leave it in Inbox
  • 7. Immediate Lightweight Handling (2) Quick Write on Wanting Finish it in 2 Minutes Write, send and make a waiting-for Otherwise Save a draft
  • 8. On-Demand Heavyweight Handling Only Extremely Necessary Quick Judgement 1: What¡¯s it about? Quick Judgement 2: Is it urgent? Keep a Memory What You Did Control Your Time and Get Back ASAP
  • 9. Timed Heavyweight Handling Kill Big Mails in Inbox delete, archive or reply it Kill Drafts send and make a waiting-for Browse and Clean Waiting-fors send reminder mails necessarily Once or Twice a Day For me: half hour before leaving office
  • 10. Essentials Quick Scan on Receiving Use Inbox and Draft as To-Do List Make a Waiting-for for Every Sent Mail Protect You Mind Undisturbed: 2 Minutes Rule Empty your Inbox and Draft Everyday
  • 11. More¡­ Send Fewer Mails Send Simple&Effective Mails Send Mails At Specific Time Use Rule to Auto Archive Archive Fewer Mails Use Keyboard Shortcuts Mails are 99% Trash; Don¡¯t Waste Time on them!

Editor's Notes

  • #2: Opening customized for each location