June 21, 2014
Occasionally when working with a client, I see they have created and are using an Action folder, or Needs Action folder or something like that. Basically, if they see an e-mail that has an action they cannot do now, they move it to that folder (instead of converting it to a real task).
There are two main problems with this:
- you now have these tasks split away from your main tasks list. And so now you lose all the advantages of having all tasks in one place.
- The other problem is that e-mail list views don’t have enough tools to use them as a task manager. You can’t date when you’ll do the action, and you don’t have multiple levels of priority.
So, I highly recommend you avoid “Action” folders in e-mail, and instead convert those e-mails to true tasks and file the e-mail away. Then work all your tasks off your task list. That’s how 1MTD and MYN work, and that’s a much better way to go.
Michael
On the other hand, when I am on vacation or on a trip where I am very busy, I create a folder “answer when I return home”. I can then skim my e-mails, answer those who need an immediate answer (often “I will answer later”) and still keep my inbox under control. It is basically equivalent to creating a task “answer these e-mails when you get back home”.
Thanks Jacques. Yes, there are always exceptions to every ‘rule’ and this sounds like it could be one. I am wondering, though, have you tried the 1MTD/MYN recommendation to use the follow-up flag to mark deferred replies (and use the flag only for that purpose)? Many find that works well. Thanks again, Michael
Two reasons: a) it helps me keep my inbox under control b) the deferred replies flag puts a copy of the mail subject in my tasks lists which becomes unyieldy if i do this for the number of mails I have to answer after, let us say, two weeks off.
Thanks Jacques, good points. As to point b, note that you can easily filter flagged mail out of your task list. See this post. As to point a, yes, I see your point. If you are on a long vacation and only using a smartphone to keep tabs on mail, it might be nice to get all those pending replies out of your inbox. What I do on long trips with only a smartphone is move all mail out except mail flagged for reply, which sits at the bottom. So I just stop scrolling when I get to the top of the flagged mail. But I certainly see how a folder could serve that purpose too. Thanks again! Michael.