Email is one of those things which is only a tool. As I was adamant about in my previous post, “Seneca’s iPhone…,” we need to be proactive in how we use technology. In this post, I will discuss how Marcus Aurelius’ may have used email – can you imagine what his inbox might have looked like if he were alive today?

The relationship we have to sending, receiving, and checking email can have a major impact on our ability to function properly and with value in our jobs. Being a knowledge worker, as described by Cal Newport in his book “Deep Work,” means that value is mainly produced in the meaningful work we do by researching, designing, creating, developing, etc. When our day is instead filled with silly logistical tasks of arranging meetings, answering questions that are better left unanswered, and simply “checking” email for the sake of being up-to-date, we start to lose our grasp on the core of our job: doing valuable work.

Of course, email is just one part of this issue, but it is an important part of many modern workers’ lives. I have found it extremely liberating to think proactively about how to use email as a tool to support my work, instead of it being the majority of my work. Therefore, I would like to share here the way in which my email system has been set up – from which you can hopefully benefit!

Outlook and best practices for simplicity

This guide draws heavily on the principles outlined in the video series released by Microsoft named “How Harry got organized,” which was relayed to me by my older brother (The video series has been since removed, likely due to it being for an older version of Microsoft Outlook, so I have been unable to view it personally). However, I found a website with similar tips here which largely goes through similar concepts. In addition, I have tried to design the system and routine around email based on the principles from “Deep Work.” The main principles are outlined below.

Aim for zero email items in the inbox

This is the ultimate goal. Having a crowded inbox not only makes you feel powerless and overwhelmed, it takes more time to sift through even when you know what you are looking for. A lot of email is simply read once, so why should it be hanging around every time you open up your inbox? The following principles will more often than not leave you with a clean, empty inbox.

Email should only exist in one of four folders, i.e. Inbox, 1 – Reference, 2 – Personal, Trash

The inbox is exactly that, your inbox. After the emails come in you process them, and move them to the appropriate place. The “1 – Reference” folder is where you put everything that is relevant and acted upon. It should also be located as a sub-folder, underneath your inbox, such that you can easily search your inbox and reference folders at the same time. The “2 – Personal” folder is simply a folder for any personal emails that aren’t relevant for your work. Trash explains itself.

All email should be categorized based on type of email, or by specific project

Processing an email should consist of reading through, and replying if necessary, and thereafter categorize the email based on which project or type of email it is. This makes it easy to find email again by using the search function with various filters and keywords. Categorizing gives you the ability to add multiple categories to your emails, so you won’t ever have to hassle with “choosing” in which folder to file your email. You can then set up “Quick steps” for those to sort and categorize those combinations you use the most, to reduce unnecessary clicking in outlook.

Use flags and the “To-do” bar to follow-up unfinished emails or tasks

If you can not complete a task or email that is in your inbox, then flag it for the appropriate time and move it to the reference folder. The flag ensures that you don’t forget it, and allows your brain to relax – instead of constantly reminding yourself of that one task you for sure have to do tomorrow. In addition, add the “To-do” bar in the side of your email to easily view remaining tasks.

Auto-filter certain messages, and unsubscribe from all spam email

This principle is important to consider. Depending on your role or position at your place of employment, you may be receiving certain emails that you would rather not automatically delete – but that don’t necessarily need to be read now (or maybe any time in the future). In addition, you should unsubscribe from spam or subscribed emails, because often times they give you irrelevant information, waste your time, and serve as just another little distraction to take you away from your main task.

Check email at predetermined intervals (thrice per day)

This means keeping your email closed for major portions of the day. This one is difficult for me, mainly because I feel that sometimes I am “waiting” for a certain email, I have to be “on-call” due to my position, or I have a task that requires me to email a bit back and forth. It is worth your effort, however, to focus on replying to email less often and in larger batches. This will give you the ability to truly focus on your work for longer periods of time, and not constantly “checking” to see if any emails have popped up in the last three minutes.

Have a closing down routine at the end of the day

Upon categorizing and replying to your final email of the work day, ensure that you have written up every task to be completed tomorrow and at any later date. This is important, to prioritize and know exactly what you will be working on the next morning and day – since you won’t have the luxury of opening and diddling around on your email first thing when you get in to work.

Here is what the end result may look like (after work) if you follow the guide.

Conclusion

Marcus most assuredly had a lot on his plate at all times, and he, therefore, most likely wouldn’t spend useless time checking email, playing email ping-pong, or have a completely disorganized inbox full to the brim with this and that. Rather, he would reflect how to use the tool in the best, most virtuous way possible, as to facilitate an efficient and effective work life. By using this guide as a template, I believe that your email can resemble that of what Marcus Aurelius would have done – if he were to use email.