Set up a “Saved search” to look for your name in posts. This way if you are pushed for time you only need to look in there to see the ones that require your attention.

For this to work you need to make sure that list etiquette means that people retain posters names in the quoted replies and, if they wish to attract an individuals attention they mention them by name.

Randy: Regarding using Thunderbird for GTD. I’ve been using the Thunderbird 2 betas with the new tagging functionality which allows unlimited lables. It’s great! and I’ve not even lost any mail I’ve had to restart the beta for memory/cpu usage getting out of hand, but only after 7-10 days use.

Of late, I’ve been implementing a method of using labels in Thunderbird to work with David Allen’s Getting Things Done (GTD) action-management methodology. The labels are: Delete, Archive, Action Required, Wait, Defer (Thunderbird only allows 5). I blast through all of my email by simply applying a label and then sort by labels so that all my action required emails are in one place. The GTD method says that if an action can be done in less than two minutes it should be done immediately. Which explains both why my emails tend to be relatively short and are sent immediately.

I am indebted to a post from 2005 in the entropic principal blog for suggesting this use of Thunderbird.

Unlike Sebastian, I don’t segregate my work/life emails. A thorough application of GTD would argue against such a separation. However, I do sign up to nearly every list that isn’t from my employer, Oxford University Computing Services, or from JISC under my Gmail address. I find this an excellent way to keep down the throughput in Thunderbird which is reserved solely for OSS Watch and emails from my wife (the latter being the important ones ).

Now, can I stay off email for an hour? My heart is beginning to palpitate already just in the time I’ve taken to write this comment. It’s going to be a struggle

You are correct, managing email cannot be totally divorced from other forms of communication. However,it’s worth noting that one can’t (easily) screen phone calls an physical visits in the way that one can screen emails. My view is that if something comes in an email it is not really that urgent, people still tend to use a synchronous communication method (phone, instant messaging, IRC etc,) for truly urgent matters.

As for your two additional tips, I agree whole heartedly. In fact I think your point 13. actually includes two important points, which should be split into two to ensure maximum exposure to the second point:

13. Your “Sent” folder is a valuable resource, keep it safe. You don’t need to store another copy of what you sent someone, it’s there in your email archives.

14. Make sure you use sensible Subject lines, and keep each mail applicable to the subject (that means one issue per mail). This enables you to make maximum use of your archives and screening techniques.

I might suggest two more tips

12. Keep a separate email address/account for your private life, shopping experiences, clubs etc. I use a Google mail account for this purpose.

13. Your “Sent” folder is a valuable resource, keep it safe. You don’t need to store another copy of what you sent someone, it’s there in your email archives. Just make sure you use sensible Subject lines.