Better Email Management – Stop Wasting Time

Email is pervasive and inescapable now. The unwary can easily sign up for a deluge of unnecessary newsletters (except ours, of course, sign up here), or be drowned in a deluge of verbose information from inside and outside the company. Email can consume hours of each day.

Consider the GTD method of email management. That’s the ‘Getting Things Done’ philosophy applied to email.

Here are the principals.

  • Only touch your emails once before categorizing them.

  • Unsubscribe from all the extraneous ‘noise’ email newsletters.

  • Create categories: critical, minor, waiting for response, reference, and an extra you can tailor to your business. Mine is ‘deals in process’ to track email chains discussing candidates.

  • Keep your inbox at zero by either archiving quickly or categorizing email for addressing them at the appropriate time. Obviously critical emails should garner your attention before minor emails. Sorting enables prioritization.

This method has saved me countless hours of flipping through emails looking for anything I’m missing and makes it easy to remember where I am with projects. My life is literally easier.

There is already much to much written on how to implement email GTD. Here are the virtual rabbit holes. (my favorite)


Using a system like Microsoft Teams or Slack for dedicated internal business communication cuts down on the email volume and can help you focus on solving problems at the right time. Keep internal communication on something like Slack and just use email for external communication.

About the author

TJ Kastning is the principal of Ambassador Search Group, a boutique recruiting agency passionate about finding excellent professionals for amazing construction companies.

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Author: TJ Kastning

TJ Kastning is the proud owner of Ambassador Search Group, a special high-touch, trust-based, old-fashioned headhunting firm serving only the best west coast companies.

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