DEVELOPMENT email view to show messages grouped by date and sorted by priority .
STEP 2 : Treatment ( Workload Planning ) This deeper phase handles the remaining 30-40 % of emails requiring more attention . The approach categorises tasks by time requirements : w Under two minutes : Execute immediately w 2-15 minutes : Schedule for dedicated time blocks w Over 15 minutes : Convert to a scheduled time in the calendar
A crucial aspect is scheduling specific time blocks for email processing , treating it as important as other meetings . This transforms email management from reactive to proactive , preventing the common habit of checking emails 15 + times daily .
How to save time , energy and headspace when using email
Modern work environments demand effective digital tools to manage an increasing workload , particularly email , says Steuart Snooks , workplace productivity expert .
THE EXPERT
Steuart Snooks is an email and workplace productivity expert who works with busy professionals to help them get control of all their emails . He has developed a series of workshops , presentations , webinars , coaching and resources that outline the best practice skills for mastering your email .
While most professionals use MS Outlook or Gmail , they typically utilise only a fraction of these tools ’ capabilities . The core challenge lies in creating a system that manages not just what and where information is stored but when it needs attention .
A comprehensive three-step approach to email management is :
STEP 1 : Triage your inbox ( sift / sort / prioritise ) This initial quick-pass uses the 4D methodology : w Delete : remove unnecessary emails w Deal with it : handle items taking less than two minutes w Delegate : forward to appropriate team members w Decide : determine priority , next action , and due date
The triage process should be systematic , working through emails sequentially rather than cherrypicking . This step employs rapid decision-making and aims to clear approximately 60-70 % of incoming emails . The key is to customise your
STEP 3 : Reading The final step deals with informational emails requiring no action ( newsletters , updates , subscriptions , reports etc ). These should be filtered to a separate folder for batch reading during scheduled times . This involves a “ passive ” rather than “ active ” mindset for processing such content . Key principles for implementation : w Never read the same email multiple times - this consumes lots of mental ‘ random access memory ’ ( RAM ) and creates overwhelm w Schedule dedicated email processing time w Process emails systematically rather than randomly w Separate active processing from passive reading w Convert substantial tasks to calendar items w Treat email as a legitimate part of the workload deserving scheduled attention
Executive assistants can adapt the system to manage an executive ’ s inbox : w Perform an initial triage using the 4D method w Flag items requiring executive attention w Create a focused “ Action folder ” with prioritised items w Tag each item with a priority , next action , and due date w Move this Action folder to the top of the list for executive attention w Use inbox as an archive rather than using a complex folder structure
Success comes from consistently applying the system rather than returning to old habits . While it requires initial effort to implement , the process becomes automatic and habitual over time , dramatically reducing mental overhead . The result is better email management , improved overall work effectiveness , and reduced mental strain . S steuartsnooks . com . au
52 Executive PA | Autumn Issue 2025