How to Escape from “E-mail Hell” in 5 Easy Steps

After struggling with what I call a “chronic e-mail problem” for several years, I have discovered these excellent steps to keep e-mail from completely taking over my life and destroying my sanity.

Step 1: Schedule Set Blocks of Time to Check and Respond to E-mail
(Instead of checking e-mail throughout the day)

This has an immediate and positive effect on your productivity, almost like magic. This one small step can completely change your life.

Also, when scheduling your time blocks…

Never Check E-mail First Thing in the Morning!!!

That is the worst time to check e-mail because it can get you completely off track for the rest of the day. The only exceptions to this rule are if checking e-mail first thing in the morning is a specific requirement for your job or if you need to go into your e-mail to find a specific piece of information.

If you have to check e-mail in the morning for your job, set a timer for how long you’ll be on so that it doesn’t eat up your entire day.

If you’re searching for a specific piece of information, hold your hand or a piece of paper over the inbox screen while you enter a specific term or name into the search bar so that you don’t get distracted and “hooked” by new messages in your inbox.

Step 2: Kiss Your Current E-mail Address Goodbye (if you’re getting a lot of spam)

If an avalanche of spam is pouring into your inbox, it’s not going to stop.

While you can use SpamArrest or similar tools, the SpamArrest filter box becomes just another inbox because you have to check it for mistakes or risk losing important messages that you did actually want to receive.

The key is to say goodbye to your current e-mail address. Forever.

Put up the following autoresponder:
Sorry, this email box is no longer valid. To learn how to contact me, please visit (YOUR WEBSITE HERE).

Step 3: Set up 5 Separate E-mail Addresses

Your ISP may already provide you with multiple email accounts. If not, you can set up 5 Gmail accounts (you can access them all from the same copy of Outlook or have them all forward to one Gmail account).

You’ll need one email box for personal friends and family. Give that e-mail address out only to people who fit that category.

You’ll need one for general business contacts. This is the one that you give out to potential contacts you meet via your business card, your website, etc. (Tip: you should use a contact form or otherwise protect your e-mail address from online spam-bots). If you’re like me you’ll have someone else monitor this box for you and only send you stuff that’s important.

You’ll need a third e-mail address for “close” business contacts. These are people you work with daily, extremely important contacts, “mission critical” notifications. You can “promote” certain people to this email box as needed.

You’ll need a fourth e-mail address that you use to “sign up for free stuff.” Every time you subscribe to a newsletter you’ll use this address.

You’ll need a fifth e-mail address for making online purchases. Use this address when you buy stuff.

Most of these messages get forwarded to the one e-mail account that I check, but having them come to different e-mail addresses, makes it easier to implement Step 4.

Step 4: Set Up E-mail Filters

If you use Outlook,you’ll use the “Rules Wizard.” In Gmail, you’ll click “filter messages like these” and have certain messages go into a specific “Label” (which I think of as a folder). Most e-mail systems have some kind of filtering system like this.

You just have to create 5 folders or labels (corresponding to the 5 email addresses listed in Step 3) and then tell the Rules Wizard or filter to send the email that comes in to each of those accounts to the corresponding folder or label.

If this idea confuses and overwhelms you, ask a friend or colleague to hold your hand and walk you through it. Once you’ve set up a filter, you’ll understand how easy and wonderful it is.

You can have more than 5 folders or labels, but these are the basic ones. I also set up filters for specific projects or lists I’m on that I like to read (including my own issues of Prosperity Express and speaking tips… yes, I am a total nerd and enjoy reading my own stuff : )

Step 5: Determine Your Own Protocol as to Which E-mails You’ll Check First

or example, I make it a priority to check my “close” business contacts label first, which includes e-mails from my client care representative, my web guy, my assistant, and my accountant as well as my high level mastermind clients and key strategic alliances. I need to respond to these e-mails to keep my business running effectively.