Urgent vs Important: How to Prioritise Your Emails

If managing your inbox feels like a daunting task, you are certainly not alone! It can feel as if every message is urgent and every notification needs your immediate attention. So what’s the solution to sifting through the chaos so you can focus on what truly matters? Let’s take a look at how you can organise your inbox by prioritising emails based on urgency and importance.

Before we take a look at strategies you can deploy, it’s important to understand the difference between urgent and important emails. Urgent emails require immediate action and often come with impending deadlines or time-sensitive information. On the other hand, important emails contribute to your long-term goals and objectives, regardless of immediate deadlines.

The Eisenhower Matrix - aka a priority matrix

A powerful tool to categorise your emails is the Eisenhower Matrix. This matrix allows you to divide tasks into four areas:

Creating a Priority System

Now that we’ve identified the categories, let’s take a look at how you can implement a practical priority system:

Flagging & Categorising Emails

Use flags, labels or folders to categorise emails based on the above matrix. Most email platforms offer these features, so have a closer look at your chosen platform on how to implement them and use them to make it easier to locate and prioritise messages.

Implementing Colour Codes for Urgency

If you work best using a visual system, you could assign a colour to emails based on urgency. For example, red for urgent and important, yellow for not urgent but important and so on.

Time Management Strategies

Managing your time efficiently is key when it comes to email organisation - otherwise, it’s easy to get sucked into the black hole that’s your inbox!

Time Blocking

Allocate specific time blocks in your day to focus on handling emails. This means you won’t be constantly interrupted when you’re midway through another task and ensures that your attention is focused on your inbox.

Set Realistic Expectations

It’s always a good idea to communicate realistic response times to your clients. This helps to manage expectations but also reduces the pressure on you to respond immediately and gives you the freedom to prioritise your emails strategically.

Review and Adjust Your Priorities

Regularly assess and adjust your priorities accordingly. Things change! And so does the urgency and importance of tasks. Regularly reviewing all the strategies you implement from the above means that your system aligns with your current objectives.

Organising your email inbox is more than just a practical skill - it’s a strategic approach to time management and productivity. By being clear on the difference between urgent and important emails, utilising the Eisenhower Matrix and implementing a priority system that is personal to you, you can start to reclaim control over your inbox.

And remember: an organised inbox is not just about responding quickly; it’s about responding with purpose to what truly matters to your business.