4 Real-World Steps To Implementing Inbox Zero

Inbox Zero offers lots of tips to clear your inbox. But busy lawyers don’t want a bunch of cute tips – we need a practical, step-by-step how to.

The truth is that there is no single way to handle Inbox Zero, and I think that’s because everyone’s mind works in a different way. But in all my years of being an attorney – and in coaching so many solo and small firm lawyers – I’ve come to realize that it’s like an episode of Dragnet sometimes.

Tell me exactly what to do, and I’ll do it. If it works then I’ll keep it; if not, I’ll move on.

This is just to get you started; you’re perfectly capable of refining these steps later to meet your individual preferences.  Most lawyers can figure out what works for them.  And for those who can’t, I’d recommend asking your support staffers.  For those without support in the office … well, you’re probably going to figure out if something is for you by judging the amount of headache is produces or cures.

1. Sort. You’re going to want to sort your inbox by sender. This allows you to quickly separate mailing lists and spam from more important correspondence. If your email program doesn’t support sorting, it might be time to find a new one.
2. Delete. Quickly delete everything for each sender who isn’t important. This could include spam or unknown senders, mailing lists that you never read (make a note to unsubscribe later), colleagues who are a pain in the ass, or anything else you’re never actually going to read. Remember, be honest.
3. Go back to the top and start over with the much smaller list.
3. Make Folders. Create the following folders in your email program (use the @ symbol to ensure that the folders stay in order):
   @Act
   @Clients
   @Review Later
   @Saved
   One folder per listserv you belong to
4. Make Rules. Set up a rule or filter that automatically sends each mailing list email to the appropriate folder after marketing that email message as read. This way you get the massive amounts of listserv mail out of the inbox immediately, saving it in a defined place for a time when you need it.
5. Divide And Conquer. Now comes the hard part – figuring out what to do with the remainder.  Working from the oldest email to the newest, you’ve got to decide whether the message requires immediate action, whether you can review it later, or whether you can just save it.  Honesty is paramount here because “Review Later” will invariably mean “never” to most people.  I treat “Review Later” to mean “read this while I’m waiting for the calendar to be called … someday.”

You’re going to end up  deleting a mess of email messages – sale notices from retailers, spam, and useless drivel.  You’ll also have a ton of “Review Later” messages, which is cool because you’ve always got time between court appearances and it’s a good idea to be productive during that downtime.  And those rules are going to save your life, especially if you’re like me an get an avalanche of listserv emails each day.

Honestly, it’ been so long since I read the Inbox Zero introductory materials on this topic that I have no earthly way of knowing whether this is the party line or not.  I can tell you, however, that this is how my real world operates.

How about yours?

photo credit: niczak

Jay Fleischman

Jay Fleischman is a New York bankruptcy lawyer and legal marketing consultant. A nationally-known speaker on the topic of law firm marketing and consumer law issues, Jay uses his productivity and time management techniques every day.