Like you, I used to be a Firefighter 🔥.
6:30 AM. Coffee in hand. Deep breath.
Open inbox….
And the fires begin:
“URGENT: Client needs revision”
“Emergency call needed”
“Quick question (needs answer ASAP)”
Sound familiar?
Welcome to the life of an Email Firefighter™️
(not actually trademarked, but it sounds kinda cool 😉 )
Running from inferno to inferno:
• Customer complaints
• Team drama
• “Quick” meetings
Get ready for this:
Your inbox will outlive you. Literally. 😂
It will keep filling up:
• During your vacation
• While you sleep
• At your kid’s ballgame
• Even after you’re gone
Here’s the real problem we´re fighting:
Most inbox fires are urgent but not important.
Let me explain using Eisenhower’s wisdom:
Quadrant 1: Urgent & Important
(Real fires – handle these)
• Major client crisis
• Team member emergency
• Critical deadline
Quadrant 2: Not Urgent but Important
(Your real work – focus here)
• Strategic planning
• Team development
• Innovation
• Personal growth
• Relationship building
Quadrant 3: Urgent but Not Important
(Most of your inbox – delegate these)
• Most meetings without clear objectives
• Many interruptions
• Most “urgent” requests
Quadrant 4: Not Urgent & Not Important
(Time wasters – eliminate these)
• Office drama
• Unnecessary reports
• Pointless updates
Your inbox is filled with Quadrant 3.
But your growth lives in Quadrant 2.
Your inbox doesn’t care about:
• Your vision
• Your priorities
• Your well-being
So here are 3 ways to become The Boss of Your Inbox (and how I escaped Firefighting duties):
1. The Power Hour Protocol
• First hour: No email
• Work on ONE important thing
• Your terms, your priorities
• Set the day’s tone
2. The Three-Touch Rule
• Touch emails only 3 times daily
Morning: Quick scan for fires
Noon: Main processing
Late afternoon: Final check
• Between these? Inbox closed.
Let your team know what to expect from you.
3. The Decision Diamond
For every email, choose ONE:
• Delete (If no value)
• Delegate (If others can handle)
• Do (If urgent AND important)
• Defer (Schedule for later)
No other options allowed. Set up an auto filter.
Because 20% of your actions
Create 80% of your results.
But guess what?
That 20% rarely comes through email. 📧
It comes from:
• Strategic thinking
• Personal development
• Deep work
Your inbox is a tool.
Not your Boss.
Email is where other people’s priorities live.
Not where your life priorities thrive.
About the picture: Happy, but busy Email Firefighter in 2019.
PS: Enjoy this? Follow Robin Coenen for more.
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