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Essential 
Email 
Habits to Boost Your Productivity 
PRODUCTIVITY 
POWERED BY 
AUSTRALIA
Essential Email Habits to Boost Productivity 
I have learned my essential email habits the hard way. Just like many others I dealt with 
email related stress daily. I was overwhelmed but I have decided to learn how to 
manage my email so that it does not manage me. The email habits I present to you are 
universal and easy to implement, regardless of your work position. Just like with any 
other habit it is best to fight the old one by implementing the new healthier one. Give it a 
try. One by one and you’ll see the results fast. 
Your Èspresso Guy – Peter 
www.1882.com.au
Schedule and limit email processing times 
Keeping email open and checking it frequently is totally counter productive. One 
of my essential email habits is scheduling “email processing time”. It’s not the 
same as “email reading time” though. I open my email and process it quickly. I 
turn emails into tasks, reference material and calendar events where they belong 
instead of reading through them. #1
#2 
Decide quickly and take action 
Email management is about making decisions fast. I’ve learned to act quick. I 
open an email and I make a quick decision based on my altered GTD 
methodology. Turn email into ‘to dos’, calendar events, reference material or 
trash them. Simple!
I always keep my calendar open when I work on my emails. Why? Because 
this way I can easily turn some things into planned events. #3 
Plan your time and add things to the calendar
The key ones that I use to make email management more efficient are 
‘gi’ to go back to the inbox, ‘a’ for archive, Shift-3 to delete, ‘c’ for 
compose, ‘r’ for reply, ‘f’ for forward, ‘a’ to reply to all, ‘gs’ to go to my 
starred messages, Tab Return when I’m composing a message to send 
and archive it. #4 
Use keyboard shortcuts whenever you can
I challenge myself to answer all emails with 1-5 sentences. Keeping 
emails short means it’s quick to reply. I have also observed that people 
usually adjust quickly to my communication and most often they are 
grateful they don’t have to wade through an essay to get the key 
information. #5 
Keep your emails short and sweet
Instead of looking for my todos that are mixed in with all kinds of other 
things, making it hard to figure out what needs to be done, I turn every 
actionable email into a task on a simple to do list. #6 
Turn emails into tasks quickly
I instantly archive all the emails I’ve read or/and acted upon. This means that 
if I read an email and don’t act on it, it disappears from my inbox. #7 
Keep your inbox tidy and archive all you can
turn all actionable emails into tasks and to turn all the reference 
material emails into… reference material . So if someone would 
send me something to read I open the link and add it to 
Instapaper or Pocket to read later. Actually Instapaper or Evernote 
work best for me… #8 
Bookmark, read later or leave for reference
Once I’ve decided to stick to my scheduled email time, I also made a 
conscious decision to keep email closed once it’s done. To brake the 
habit of constant checking it I have also decided to turn off all the 
notifications. #9 
Close email when done and skip notifications
Those were 
Essential Email Habits to Boost 
Your Productivity 
To make sure you don’t miss the next post in our series on productivity, 
slides design, creativity and much more – simply sign up to our newsletter 
to get updates and hot tips straight to your mailbox. And do not worry we 
only send good stuff to our friends. We do not spam! We hate that, too. 
sign up to 
newsletter CREATIVITY 
POWERED BY 
AUSTRALIA
How about great 
espresso at your home? 
Sign up on our website and be the 
first to taste organic Nespresso®* 
compatible coffee capsules. 
Sign up today and claim great offers** 
CLICK TO CLAIM YOUR OFFER TODAY 
* The brand is not owned by Caffè Vergnano SpA or its associated companies. 
** Promotion available in Australia only
PHOTO CREDITS 
By Alejandro Escamilla 
Photo Credit: @Doug88888 via Compfight cc 
Photo Credit: morberg via Compfight cc 
Photo Credit: photosteve101 via Compfight cc 
Photo Credit: lastquest via Compfight cc 
Photo Credit: Photography by Tiwago via Compfight cc 
Photo Credit: Daniel Kulinski via Compfight cc 
Photo Credit: pavlinajane via Compfight cc 
Photo Credit: {Zack} via Compfight cc 
Photo Credit: Mexicanwave via Compfight cc 
www.1882.com.au

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My Essential Email Habits to Boost Productivity

  • 1. Essential Email Habits to Boost Your Productivity PRODUCTIVITY POWERED BY AUSTRALIA
  • 2. Essential Email Habits to Boost Productivity I have learned my essential email habits the hard way. Just like many others I dealt with email related stress daily. I was overwhelmed but I have decided to learn how to manage my email so that it does not manage me. The email habits I present to you are universal and easy to implement, regardless of your work position. Just like with any other habit it is best to fight the old one by implementing the new healthier one. Give it a try. One by one and you’ll see the results fast. Your Èspresso Guy – Peter www.1882.com.au
  • 3. Schedule and limit email processing times Keeping email open and checking it frequently is totally counter productive. One of my essential email habits is scheduling “email processing time”. It’s not the same as “email reading time” though. I open my email and process it quickly. I turn emails into tasks, reference material and calendar events where they belong instead of reading through them. #1
  • 4. #2 Decide quickly and take action Email management is about making decisions fast. I’ve learned to act quick. I open an email and I make a quick decision based on my altered GTD methodology. Turn email into ‘to dos’, calendar events, reference material or trash them. Simple!
  • 5. I always keep my calendar open when I work on my emails. Why? Because this way I can easily turn some things into planned events. #3 Plan your time and add things to the calendar
  • 6. The key ones that I use to make email management more efficient are ‘gi’ to go back to the inbox, ‘a’ for archive, Shift-3 to delete, ‘c’ for compose, ‘r’ for reply, ‘f’ for forward, ‘a’ to reply to all, ‘gs’ to go to my starred messages, Tab Return when I’m composing a message to send and archive it. #4 Use keyboard shortcuts whenever you can
  • 7. I challenge myself to answer all emails with 1-5 sentences. Keeping emails short means it’s quick to reply. I have also observed that people usually adjust quickly to my communication and most often they are grateful they don’t have to wade through an essay to get the key information. #5 Keep your emails short and sweet
  • 8. Instead of looking for my todos that are mixed in with all kinds of other things, making it hard to figure out what needs to be done, I turn every actionable email into a task on a simple to do list. #6 Turn emails into tasks quickly
  • 9. I instantly archive all the emails I’ve read or/and acted upon. This means that if I read an email and don’t act on it, it disappears from my inbox. #7 Keep your inbox tidy and archive all you can
  • 10. turn all actionable emails into tasks and to turn all the reference material emails into… reference material . So if someone would send me something to read I open the link and add it to Instapaper or Pocket to read later. Actually Instapaper or Evernote work best for me… #8 Bookmark, read later or leave for reference
  • 11. Once I’ve decided to stick to my scheduled email time, I also made a conscious decision to keep email closed once it’s done. To brake the habit of constant checking it I have also decided to turn off all the notifications. #9 Close email when done and skip notifications
  • 12. Those were Essential Email Habits to Boost Your Productivity To make sure you don’t miss the next post in our series on productivity, slides design, creativity and much more – simply sign up to our newsletter to get updates and hot tips straight to your mailbox. And do not worry we only send good stuff to our friends. We do not spam! We hate that, too. sign up to newsletter CREATIVITY POWERED BY AUSTRALIA
  • 13. How about great espresso at your home? Sign up on our website and be the first to taste organic Nespresso®* compatible coffee capsules. Sign up today and claim great offers** CLICK TO CLAIM YOUR OFFER TODAY * The brand is not owned by Caffè Vergnano SpA or its associated companies. ** Promotion available in Australia only
  • 14. PHOTO CREDITS By Alejandro Escamilla Photo Credit: @Doug88888 via Compfight cc Photo Credit: morberg via Compfight cc Photo Credit: photosteve101 via Compfight cc Photo Credit: lastquest via Compfight cc Photo Credit: Photography by Tiwago via Compfight cc Photo Credit: Daniel Kulinski via Compfight cc Photo Credit: pavlinajane via Compfight cc Photo Credit: {Zack} via Compfight cc Photo Credit: Mexicanwave via Compfight cc www.1882.com.au