My time is at a premium right now.* I'm working full-time, though hopefully not for too long. I have 2 hours of knee exercises every night (including stretches and icing and elevating at the end). I desperately need time to write, edit, and submit stories. Alas, I cannot just cut TV out of my life to get more time, because that's when I do my physical therapy. (I'm actually watching a bit more TV than usual. Phil has set
Criminal Minds to rotate 3rd in our Netflix queue, and that's not often enough. Ahem. Anyway.)
One of my timesinks is email. (Another is LJ, but that's a topic for another post--or, er, maybe not.)
I love the idea of Inbox Zero, but once I was past the first week of my Gmail account, I've only had a blissfully empty inbox a handful of times. Complicating this is that I use my Gmail inbox as a rough gathering place for my to-do list. All hail red exclamation point stars and bright orange "Action Needed" labels! That's not going to change; it's way too convenient to have a centralized, accessible-anywhere, easy way to send myself reminders and/or flag various emails as requiring a follow-up action**.
The Process1. Read personal emails, blog comments, etc. Respond if I can in a couple of minutes, or if a response is urgent or overdue, otherwise yellow star for later.
2. Tackle "Action Needed" items. If it's urgent, red exclamation point star it. If it has to be done this week, yellow exclamation point star it. If it has a more general due date or is just a reminder for a project, add that info to my Master Task List spreadsheet (that's straight-up
Getting Things Done) and archive it. First tackle exclamation point items. Then go after the rest--if it will take only a minute and I'm in a location where I can, do it.
3. Read other emails only under the following circumstances:
* I have finished my writing quota**** for the day.
* I'm eating.
* I'm burnt out and honestly need a 10-minute break (note:
not "I'm procrastinating.")
Give preference to news, writing newsletters, etc.
4. On Sundays, clean-slate everything more than a day old. Delete tasks that no longer need to be done. Archive*** unread emails, with the exception of writing newsletters, recipes, poems, and comic strips. The writing newsletters because they're professionally useful, the others because they're small bursts of enjoyment. By that time, I've probably absorbed the news through osmosis anyway, and the other stuff isn't essential.
I thought I was keeping up with my email pretty well, but just following step 4 still wiped out 24 email messages on Monday. Yikes. Although I'm starting this because time has become so short, this is probably a practice I should maintain at all times--sometimes I'll just be able to hit my writing quota more rapidly (or at all).
* But I can justify this post because 1) other people might find it useful, and 2) I really need to have a reference list for what works to help me be more productive. Writing things down is how I process and remember them. I think I'll include this post in a master "time management for Abra" file.
** Adding a recipe to the spreadsheet of recipes I can make with on-hand ingredients, processing a critique, adding a market to my market list, posting a poem.
*** I can only make myself do this by lying to myself and saying, "Well, if I have a lot of free time, I can always go back and read these later."
**** Currently defined as 1 chapter redmarked and edited, or 1,000 words written. For me, this is a difficult mark to hit.