- Most every email program has a feature built into it that perpetuates poor time management, and that is unread versus read email. Most email programs, if you take a look at an email for just a second or two, will mark the email as read. Often these programs designate an email as read by switching it from bold to not bold, but they may use other symbols or design changes to indicate that change to you as the user.
Why is this a problem for time management? Because it has the tendency to trick your mind into thinking that an email is resolved, at least in the short-term. I see this often with leaders that I coach one-on-one. They get lulled into a false sense of security, thinking that they've dealt with email when in fact all they've done is glance at it and then moved on. Instead, I want you to transition your thinking from read versus unread to in the inbox versus out of the inbox.
Your goal is to reach absolute zero in your email inbox at least once per week, meaning all emails have been moved out of the inbox or deleted. If you follow the processing schedule that I recommend in Time Management Fundamentals, you should have enough time to bring all your gathering points, not just email, to zero once per week. If you've gotten in the habit of skipping over emails that have been marked as read, you may be missing out on the productivity boost and mental relief that comes from having a truly empty inbox.
Since there are dozens of email programs and every email program has a variety of different settings, I can't go into the specifics in this brief video. What I would recommend is that you do an online search for stop marking emails as read in, and then insert whatever your favorite program is. So, stop marking emails as read in Outlook. You will likely be able to find a tutorial of a few steps that someone has put together about how to turn that off.
There is an alternative to read versus unread that I do recommend, and this is you manually marking emails after you check them. It seems like a fine distinction, but it is an important difference, especially when you understand my definition of checking email. When you're checking email, you're looking at it and asking yourself one question: can this wait until my next processing time? Meaning, can I leave this in my inbox until the time that I have scheduled to really bring my inbox to zero? If your answer is yes, I recommend you manually creating an indicator of your choice, such as starring it in Gmail or flagging it in Outlook.
A mark like this communicates to your mind as you're scanning through your email list that I've already checked this and I don't need to look at it until my next processing time on Friday, or whatever time you have scheduled. This saves you time and relieves stress. Then during your processing time, you clear each and every item out of the inbox, regardless of importance. This automatic read versus unread feature is an example of a robot overlord deciding what's best for you using an imperfect algorithm.
Instead, take control and choose for yourself if an email has been dealt with properly.
Author
Updated
4/15/2019Released
4/11/2016Productivity expert Dave Crenshaw provides techniques on a wide variety of topics, designed to help people better manage their time and ultimately become more productive. Tune in to learn about everything from managing emails and calendars to setting priorities, collaborating with coworkers, reducing interruptions, crafting a "productivity mindset," and creating a more comfortable and effective work environment.
Have an idea for a future video from Dave? Submit it using our course feedback form. If you want more time management strategies now, we recommend watching Dave's Time Management Fundamentals course.
- Reducing interruptions
- Dealing with feeling overwhelmed
- Responding to quick questions
- Making the most of meetings
- Following up
- Implementing a closed door, open calendar policy
Skill Level Intermediate
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Introduction
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Welcome43s
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1. Time Management Tips
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Power tips for sending email3m 14s
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Positive procrastination3m 15s
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Remove the "busy" tag2m 58s
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Manage digital interruptions4m 19s
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Make the most of meetings2m 52s
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Follow up on delegated items2m 58s
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Become tech savvy4m 33s
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Focus on the person2m 37s
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Time management for students2m 59s
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Ending meetings with action1m 44s
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Building a not-to-do list2m 46s
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Avoiding the crowd mindset2m 58s
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Placing a value on your time3m 30s
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How to schedule a meeting3m 35s
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How to develop flexibility4m 19s
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The trouble with texting3m 48s
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Create a perhaps list4m 58s
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Reduce attention switches4m 46s
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Adapt your favorite app4m 33s
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Make time to get more time3m 49s
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Read vs. unread email3m 52s
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Make time to have fun3m 57s
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Create a morning ritual3m 23s
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When to create new homes3m 26s
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How to reduce spam3m 48s
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Why repetition saves time2m 48s
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Productive passwords2m 3s
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Productive web browser tips1m 51s
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Writing a productive email1m 55s
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Commit to your calendar1m 54s
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What to say instead of ASAP1m 46s
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Set voicemail expectations1m 43s
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Set email expectations1m 46s
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How to use an inbox1m 41s
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How to use an outbox1m 53s
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Video: Read vs. unread email