When Your Email Queue Overfloweth - Dealing with the Volumes

Uncle! I give up on trying to read all emails!

There are times when your email queue overfloweth and you just want to cry “Uncle!” and give up on any hope of reading them all. You don’t have to read them all, but you do need to find strategies for weeding out the chaff so you can find and read the wheat.

And sometimes a well-intended policy can create even more chaff… One of my supervisors said, “CC’s are free” meaning that he expected to be courtesy copied on all emails to/from his organization. With hundreds of people, you can imagine how many emails that generated for his email queue. While I agree that “CC’s are free”, I do not agree that every email exchange should include a leader on distribution. It is just impractical and does not instill confidence in your workforce that you empower and trust them to get their work done without your oversight. That said, many of us are drowning in volumes of emails. So, what are some strategies for trying to get these queues under control?

Here are some popular strategies for managing your email queue:

• 1. Prioritize senders and review their emails first (e.g., boss, key partners/customers, project leads, etc.).


• 2. Look at emails where you are on the “to” line versus “cc” - and certainly if you are the only one on the “to” line.


• 3. Use keywords in the subject line such as “ACTION:”, “INFO:”, “RESPONSE:”, “MEETING:”, etc. - teach your team to use these too. Create a system that works for the team. (See L2L blog post on January 31, 2021 titled “INFO – Concise Subject Lines” for more.)


• 4. Create pre-canned answers in your “signature block” options - that way you can quickly respond to emails where you just really need to let folks know that you have read it/got it. Such as, “Thanks for the update.” “We'll take the action.” “Action Completed.”


• 5. Triage emails into folders: Actions, Due_Today, Read, File, Budget, Personnel, <project>, etc.


• 6. A simpler version of this is ART – Actions, Reference, and Trash.


• 7. File by month and use timeframe and keyword search tools to locate specific emails.


• 8. Set up automatic rules that redirect emails based on subject, keyword, and/or sender to email folders. You can redirect volumes of spam using this technique.


• 9. Set up automatic rules that use colors, mark as important, pin, etc. to give yourself visual clues on the subject, keyword, and/or sender.


• 10. Use an automatic reply [aka out of office message] that informs others that email is not the best way to reach you and instead to call, text, or direct inquiries to your executive assistant, Chief of Staff, or other POCs. Some folks use this method permanently, while others will use it while on vacation, extended leave, or other times when out of pocket. “I’m away from the office and this email will likely get lost in my queue. As such, please direct your inquiries to <POC> else reach out to me again after <DATE>. Thank you!”


• 11. Never send a third email. If you are going back-and-forth in email, then you likely need to meet/talk to ensure a proper dialog. Email is not an appropriate communications tool for every topic and especially not for debate.

See next week's blog for more strategies. (“When Your Email Queue Overfloweth - Part 2 - Workflow Strategies” (May 30, 2021 post))

“Peace. It does not mean to be in a place where there is no noise, trouble or hard work. It means to be in the midst of those things and still be calm in your heart.”
- Unknown