[originally posted to my Expediter coaching blog]
Finally, I'd like to close out this series of posts with a few high level tips.
Hoard your attention
I said it before in part one, but it is vital that you take control over default settings that distract you. Start by turning off all audio and visual alerts that you have new mail. Of course you have new mail or you will shortly. Unless your job is purely to read email and then do nothing that takes longer than a minute in response to it, you shouldn't let your email flow dictate your day. If that is your job, your email is already open anyhow. Turn off the alerts.
Work on your priorities, not on what's freshest
Don't sit and press the "Check Mail" switch like a lab rat hoping to get a tasty food pellet. Yes, okay, you might get something you can answer quickly and scratch off your list, but that will not be as important as what is currently on the top of your to-do list. Do what you already spent time and energy deciding was most important. Dive in, knock out a task appropriate to your current resources and energy level, then surface and check email quickly before diving in again on the next prioritized task. By "quickly" I mean processing only. Anything that generates a new task for your list only needs the question asked: "Is this more important than what I was planning to do next?" If the answer is no, which it usually is, carry on as planned.
Merlin Mann said it beautifully: "Don't let the blur of movement try to replace one elegantly completed task."
Pay for checking email
If you find yourself checking mail far more often than actually results in a change in your plan of action, start forcing yourself to complete the next task on your list before you are allowed to check again. Quit the mail program if you need to keep yourself from autopiloting back into your inbox. The task list – whatever you use to track the next steps on your projects and other high priority work – is where you need to land whenever you're not sure what comes next.
Set a good example
As you want your email processing to be quick and prone to inspire clarity, so too do those who receive email from you. Write good email. Be brief. Use good subject lines; not "about next week's meeting" but "Tuesday 8/18 ABC meeting agenda & goals". As Mark Hurst suggests, "frontload" your messages to state the one key piece of information and then, if needed, support it.