1. Sort:

In the Prioritize view, Delete, Archive, assign High or Normal priority. Do this quickly like dealing playing cards. Answer mails that take less than 10 seconds. When you are finished sorting, your view will change to Plan. 

2. Straighten:

Now that the waste is removed, non-actionable emails are archived, and emails needing action are prioritized according to the Pareto Principle or 80/20 rule, add Next Actions (NA’s) and Due dates (When) to put everything in its proper place. Do this deliberately, concentrating on creating brain-hooks by ensuring that the “What” clearly describes what you need to do (avoid generic terms like read, follow up, call, act on, etc.) Do not forget to act upon anything that takes less than 2 minutes. When you are finished sorting, your view will change to Today. 

3. Shine:

Review what you have in front of you today. If NAs are...