A simple rule for parsing mail will help you save time and become more productive

2024 Author: Malcolm Clapton | [email protected]. Last modified: 2023-12-17 03:44

The author of the Getting Things Done (GTD) system shared a life hack that helps him quickly deal with small tasks.

Unread messages instantly accumulate in the mail. This is a constant distraction and makes it difficult to manage time efficiently.

Productivity guru David Allen uses the so-called two-minute rule to help you deal with a crowded inbox. As soon as a new letter arrives, Allen makes a decision. If it can be answered in two minutes or less, it responds immediately. If the answer needs to be seriously considered, he skips the letter.

Don't put off until later on what can be done in two minutes.

The letters that need to be considered, he postpones to another time. “Making decisions mentally tires us,” Allen explains. “Choosing which shoes to wear in the morning is a drain on mental energy, just as when deciding who to hire.”

Even small decisions cause fatigue. Therefore, Allen returns to individual letters when he has time and energy for them. Most often, he deals with them in the morning.

Try to treat mail the same way. If you don't want to be distracted by every new letter, sort out the inbox when you have free time or when you don't have the energy for big tasks.

The two minute rule will help clear your inbox and your head. Just don't apply it to all tasks: you can't do two-minute tasks all day.