Using YesterBox to keep a lid on email noise

In constantly seeking to decrease time spent on unplanned activity I find myself constantly iterating the processes, tools and techniques that make up my seasonal work cycles. Methods used to manage email effectively have so far fallen flat, for me they lack either sustainability or effectiveness. These include scheduled time for checking email, inbox zero, auto replies, elaborate filters and delegation.

In recently reading the article ‘How to Regain the Lost Art of Reflection’ on the Harvard Business Review I ended up on a rabbit hole of web links until I learned of Zappos CEO, Tony Hsieh and the YesterBox system. In summary it involves setting a baseline of inbox zero and then each day carving out time to address emails, focused only on messages received the day prior. Today’s emails can be excluded from view through the use of filters, sorts or using an offline mode.

This system appeals to me for the following reasons:

• Addressing an email a day after it’s been sent reduces the likelihood of lengthy exchanges;
• Allows me to allocate 1-2 hours each morning in the quieter hours and then effectively keep Outlook closed for the remainder of the day. As a side benefit this may drive me improve my discipline of filing content in the appropriate storage locations rather than email folders;
• Complex emails requiring a more considered response are hived off and blocks of time associated to the task are chunked out in my calendar to provide adequate focus;
• Promotes people to engage in positive communication if something is time critical.

Limitations of this system:

• I don’t believe in using email as a task management system, this deviates from Tony Hsieh’s methodology;
• Like all process, tools and techniques, they are generally not static and need to flex to your work seasons. An assumption is made that you can allow the buffer of time in responding to all mail items. Certain work activity, customers or stakeholders may demand a faster response. Intent here is to influence behaviours that reduce noise and improve the nature of communication;
• Email traffic and behaviours still need to be groomed as a means to minimise volume. This includes other tactics such as differing items to be read later, unsubscribing from particular distribution lists etc...

I’ve now been using this system for a couple of weeks (last week a particular ‘season’ had me working almost exclusively in Outlook), and it has proved to be both sustainable and effective. As an early starter in the office I generally have the capacity to spend the time working through my YesterBox without interruption, it has also been a good excuse to remove work email from my phone and reduce the volume of mail sent and received.

Links
How to Regain the Lost Art of Reflection
YesterBox: The Weird Inbox Zero System From the CEO of Zappos