Jump Off The Deep End: The Email Experiment

Email is like a dopamine chase. Every time you check your inbox, you’re looking for that next hit, pulling you back into reactive mode. A bold approach is not just to manage it better, but to break the cycle completely.

Here's how to implement the "deep end" approach with your email management:

1. Commit to not opening your email for one full week. Delete the app and close it on your desktop.
2. Arm your assistant with "Power of Decision-Making". They'll need to:
   
   • Develop a comprehensive inbox strategy
   • Create SOPs for organizing and prioritizing emails
   • Handle time-sensitive communications
   • Summarize key information for your review, including escalation protocols.
3. Schedule live meetings. Set up 1-2 short daily meetings to review critical emails and make necessary decisions. Run your system through platforms like Telegram or WhatsApp, where your assistant can send screenshots or summaries of important emails. You stay out of the inbox completely. Use voice notes or shorthand codes (like thumbs-down for "delete") to streamline decisions.
4. Focus on other work exclusively. Use your newfound time to tackle important projects, strategic planning, or creative thinking.
5. Reflect and adjust. At the end of the week, evaluate the impact on your productivity and well-being. Work with your assistant to refine the process for long-term implementation.

For this experiment to succeed, your assistant needs to quickly develop advanced email management skills.

Managing Email the Right Way

Here’s a framework to guide your assistant’s development and manage email the right way:

1. Triage and Categorize: Train your assistant to sort incoming emails into actionable categories:
   • Urgent and important
   • Important but not urgent
   • Delegate to team members
   • File for reference
   • Delete or unsubscribe
2. Draft Responses: Encourage them to draft responses using their own voice (which incorporates your training). Establish your decision-making process for different types of inquiries.
3. Summarize and Report: Have your assistant create concise, actionable summaries for your review:
   • Key decisions needed
   • Important updates from team members or clients
   • Emerging issues or opportunities
   • Progress on ongoing projects
4. Manage Follow-ups: Implement a system to track follow-ups, send reminders for pending responses, and close loops on completed conversations.

There are three levels of delegation skills you can train your assistant in, and how the skills evolve:

Level 1: Basic Triage

Most assistants will be able to immediately reduce your email load by handling mundane tasks. This includes archiving spam, managing routine tasks like invitations and follow-ups, and forwarding only the most important messages to you.

Level 2: Mid-Level Management

At this level, more context is required. Train your assistant to handle internal routing and coordination. For example, they should know that a request from HR can be sent directly to Finance without your input. They need to understand who’s who in your organization and make basic decisions accordingly.

Level 3: Chief of Staff

This is the level your assistant looks like a trusted aide who can make strategic decisions, solve problems on your behalf, and manage your inbox with robust decision-making capability. They should know when to escalate issues up to you or other key executives and when to act independently.

As you emerge from this week-long email detox, you'll likely find yourself with a new perspective on communication, productivity, and the role of technology in your work.

This experiment is just the beginning of a larger shift towards more intentional and strategic use of your time and resources.