The meeting covered strategies to achieve inbox zero in Outlook using a simple three-folder system, with setup instructions and practical triage examples.
Additional tips included prioritizing tasks, delegating, using automation rules, and managing follow-ups.
The meeting was led by Kevin, sharing methods he used at Microsoft to maintain inbox organization.
Action Items
N/A — No time-bound or owner-assigned action items were discussed or assigned in the transcript.
Three-Folder System Setup
Create three folders: Action Items (for emails requiring a response or work), Waiting On (emails pending others’ responses), and Read Later (reference materials, newsletters, or FYIs).
Adjust folder colors for quick visual identification: red for Action Items, dark green for Waiting On, gold for Read Later.
Organize folder order to prioritize Inbox, Action Items, Waiting On, and Read Later.
Email Triage and Organization
Use Inbox to triage all incoming emails, moving them to the relevant new folders or archiving/deleting as appropriate.
Archive most emails once handled or responded to, maintaining a record while keeping the Inbox clear.
Deleted Items can be used to remove emails older than six months.
Processing Specific Email Types
Move newsletters and reference materials to Read Later.
Actionable requests are placed in Action Items; delegate to others when appropriate and archive correspondence after completion.
Quick responses (under 2 minutes) should be handled immediately, then archived.
Use Waiting On for items awaiting external input, and regularly review to prompt follow-ups.
Prioritizing and Completing Action Items
Within Action Items, separate urgent tasks (using pinning or flagging) to distinguish immediate from future priorities.
Once an action is completed, archive the corresponding email.
Move tasks between Action Items and Waiting On as project status changes.
Automating Inbox Organization
Set up Outlook rules to move recurring types of emails (e.g., newsletters) automatically to the correct folder, specifying exceptions as needed.
Run rules immediately to clear the inbox and ensure all future messages are routed properly.
Productivity Tips
Limit email checks to two or three times daily and turn off notifications to reduce distractions.
Decisions
Adopt a three-folder system (Action Items, Waiting On, Read Later) for managing email — Chosen for simplicity and effectiveness in achieving inbox zero.
Use automation rules in Outlook for recurring messages — To further streamline and maintain organization.