December 21, 2008

Organizing actionable emails.

I received the following inquiry about the @Action email folder and thought I would share my response.

Would you clarify the use of the @Action folder? It has bugged me for weeks. I find myself putting e-mails in there as I'm processing my Inbox that I could just as easily use to create a project, task, or appointment (and later often do). What is supposed to go in the @Action folder?

The @Action email folder is a great place to organize emails that you still need to take action on, and this action is longer than 2 minutes.

The use of this folder is personal. I have worked with some people who prefer to drag their email into a "task" so all of their actions are in one place.

Other people drag many of their longer than 2 minute actionable emails to their calendar as an all day event to be done anytime on a certain day, while others drag these emails to a certain time frame on their calendar to be completed then.

I do both of these and use the @Action email folder.

Here are my guidelines:

- If the action in the email is context-based (call, errand, conversation to have with someone, etc) I will usually drag it and create a task in the appropriate category.

- If the action in the email is time-sensitive - according to me or another person - I usually drag it to my calendar.

- If the action in the email requires me to read/review/digest the email and respond, I usually drag it to the @Action email folder. I do this so the email stays in email form, thus enabling a quick retrieval (less clicks).

It is also the practice of many GTD'ers to add to the subject line in CAPS (so you know what you changed) before moving the email to @Action folder so you do not have to "re-think" the email (see below).

Are you doing anything different with your actionable emails? Remember, GTD offers much freedom in how you organize.

Have a wonderful and relaxing Holiday Season and be well!

Danny

Posted by Danny at 09:52 AM | Comments (2)