How to Use Five D's to Organize Your Inbox

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By Tricia Goss
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The thought alone of opening your email inbox causes you to break out in a cold sweat and is the core of your darkest nightmares. Okay, so maybe it isn't that bad, but you sure can find the mass of emails overwhelming. However, procrastination not only postpones the inevitable, it also compounds the problem by allowing even more messages to pile up. Luckily, four little words can help you create a system you can live with.

Difficulty: Moderately Easy

Instructions

Step 1

Delete it. According to a report by Cnet News, 95% of all email in 2007 was junk. Delete the spam before you even open it - that goes with Uncle Mel's jokes and forwards, too.
Step 2

Do it. The first D word is simple. Open your inbox, click on the first message and take action. Whether you need to schedule an appointment, print a report or simply respond to the message, do it now and be done.
Step 3

Delegate it. You might be the type of person others rely on. They know that, even if it isn't your job, you will do what needs to be done. If you receive this type of email or any other that can be passed on to someone better suited, delegate it. Make sure you "CC" the original sender to keep everyone in the loop.
Step 4

Delay it. If an email message contains a task that requires the attention of no one but you and you honestly cannot drop what you are doing to complete that task or you need info from someone else before you can do it, delay the item until later. Flag it, put it in a special folder and carry on.
Step 5

Double down daily. Schedule a time first thing in the morning and sometime between lunch and end of day to check your inbox. The rest of the time, close the application. Watching new messages come in is distracting and stopping to read them is counterproductive. If someone needs a quicker response, they will call you.