Dear David Allen: I am looking for a guide/product about using email so that one’s worklife does not become overwhelmed with email.  We are an office of 30 people, and we have gotten in the habit of emailing each other rather than walking down the hall to talk.  We don’t have time to talk since we are too busy doing email!  We would like to adopt best practices about email to reduce the burden.

David’s reply: There are lots of articles and books written about some basic common sense stuff about email, including some of our own resources like our Setup Guides, Webinars on GTD Connect, and a free article I wrote on Getting Email Under Control.

Email is just like the phone or any other medium that takes a while for cultures and individuals to sift out their own best practices for their culture.  If email has value, that’s what it’s for.  If it doesn’t, don’t do it.  Don’t shoot the medium.  It’s just a channel for people communicating.  For me personally, I don’t like interruptions, when it could be in an email that I can deal iwth in my own timing.  If I want a warm fuzzy, email may not be the way to do that. All depends on what you’re trying to accomplish. People can use email to avoid work, just like they can walk down the hall to avoid work. The issue is avoiding work, not whether you’re doing it by email or by walking and talking.

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David Allen shares the systematic processes and GTD best practices for CEOs and senior-level executives.

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A GTD’er asked:

I am part of a team with five teammates who are not using GTD.  How do I handle the frustration within the lines of communication and organization/productivity?

David replied:

The more anyone around you is out of control, the more you need the GTD method! You can only be responsible for what YOU need to track about what THEY are supposed to be doing, and following up with them accordingly.  Waiting For and Agenda lists are great for this (chapter 7 of the Getting Things Done book describes both of these in detail.)  Of course, the more they get onto this method, the more they’ll be doing their part… but you’re going to have to manage yourself, no matter what.

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