Managing Your Gmail With Email Rules

Email can be one of the biggest time wasters in a leaders life.  I know many pastors that begin their day by reading their email and before they know it, a good chunk of their morning is gone.  One great tool that leaders can use are "email rules" or "filters."  By using filters, you can eliminate the need to respond to every email by categorizing them based on predetermined priorities.

Most email programs (Outlook and Apple Mail) have this built-in.  Gmail has a filtering feature that allows you to categorize your emails into individual folders.  You can access this feature on the mail page of the inbox next to the Search The Web button at the top of the page.

Here are some categories that you may want to implement

Urgent. This rule tests the message to see if the word “urgent” appears in the subject line. If it is, it leaves the message in my inbox.  In Gmail, create the filter by putting URGENT in the subject line.  I also select the STAR IT option.
 
Family. This rule tests the message to see if it is from a member of my family. If it is, it leaves the email in my inbox. In Gmail, create the filter by inputting your family emails in the From line.  I also select the STAR IT option.
 
Friends. This rule tests the message to see if it is from a close, personal friend. If it is, it leaves the email in my inbox. I have a small list of people here, all of whom know I am on a sabbatical, so I know they won’t abuse this.  In Gmail, you would enter in the email addresses of friends you can enter in your friend emails in the From line.  I would not select the STAR IT option.
 
Business Associates. This rule tests the message to see if it is from a handful of business associates. If it is, it leaves the email in my inbox. In my case, it includes my staff volunteers and leadership team.  In Gmail, you would enter in the email addresses of business associates in the From line.  However, in this case I choose the option to apply the label and I create a label (folder) to file the email in.  I also choose the Skip The Inbox option.  If it is a "key relationship" I will select the STAR IT option.
 
Categorize Remaining. Over time, I've created a number of labels (folders) and I use filters to automatically file emails that I can review at a later date.  For instance, I have a leadership folder that I send all eblasts that deal with leadership issues.  I want to read them, but I may not be able to get to them at the moment.  In Gmail, I enter the email address and choose the Skip The Inbox option.  I also choose apply label option and I choose the label (folder) I want the email to go to.  Gmail will show me a list of folders with emails in them and tell me how many emails are in the folders.  I've created folders for Facebook notifications, myspace, etc.  If there are emails you absolutely do not want to see, you can choose the delete option.

Spam Button. Use it.  Use it for all unsolicited advertisements or email blasts.  These things clog up your email and distract you from more important things.  Plus, you don't really need what they're advertising as much as they need your money.

It may take a little time to set up the various filters, but it will definitely save time in the long run.

Blessings...

P.HD