I like to make sure I have no unread messages in my inbox. If they are unread, that means they require my attention and response. There are a TON of buttons and prioritization options on gmail to organize and sort my emails but I use a pretty basic system: read the email, reply to it or star it/leave it unread so I can get back to it.
My wife does it differently. She likes to use folders to organize her emails, leaving NO emails in her inbox. Both of us are prompt responders to emails but our style of organization is different. My observations have led me to this hypothesis: email management style is an indicator of personal communication style.
Below are my own categories of email management and communication styles. Each category is not mutually exclusive, and each have their own advantages.
(1) The Folder Junky: You are super prompt at responding to people via email as you don’t like leaving your inbox full. You like making sure that every email has a folder that it belongs to. If there’s a folder that it an email doesn’t quite belong to, then you’ll create it. e.g., ‘Travel folder for vacation planning, and then adding a ‘Travel Flights’ just for the flights.
Link to Communication: You prefer to communicate through email rather than face to face so that you can be prompt with your responses (and leave your inbox empty). You are better at structuring your thoughts from behind your computer, rather than in the moment and in front of those you are communicating with.
(2) The Semi-Folder’er’: you like the idea of organizing your emails but can’t commit to any one method. Some of your emails are in folders, others are starred, others are left unread. You respond to emails in a timely manner and probably use the ‘search’ function to find things rather than your incomplete ‘folder’ system.
Link to Communication: You are willing to try new strategies to communicate with others and try to use your flexibility to meet others’ needs. You will use email, phone, and face to face time to be effective in your interaction with various types of people.
(3) The Laptop Folder: You prefer to keep you laptop closed. You aren’t great with responding to emails in a timely manner and don’t have a consistent system of managing your email. You delete your bulk and junk mail easily but some ‘important’ emails fall through the cracks until you are reminded of them weeks later. You prefer human to human interaction and like to talk on the phone or have face to face meetings to discuss decisions rather than long email strings.
Link to Communication: You like the human touch. You think emails are impersonal and prefer to call or meet people to develop plans or relationships. You aren’t readily willing or able to try new strategies as you are comfortable in your ways and believe they are effective.
Which one are YOU?
Akshay observes and writes a weekly blog on everyday human behaviors. He facilitates workshops on leadership, communication, and team work for adults and children with Ziksana Consulting.
