I’ve reviewed a number of time management systems in this blog, and it’s time for another.

A few months ago, I received an invitation, via Twitter, to join the beta user group for IQTELL. I wasn’t really ready to give up my beloved Pocket Informant, but I figured I’d give it a look. They said it integrated well with Evernote, and one of my clients was looking for just that functionality, so I had a good reason to give it a test drive.

And you know what? It’s good enough that I’ve virtually stopped using Pocket Informant.

So what is this paragon of task management software? It’s browser-based, so you can get to it from anywhere. There’s also an Android and iPhone app, but they are currently at alpha, and it shows. I use the app on my phone, but not very often. Among other problems, it requires an active Internet connection to use. No good on the Metro.

However, the desktop version is very nice, and it encourages you to use good GTD principles. Pocket Informant never got me away from a daily To-Do list, even though GTD encourages it. IQTELL does it well by focusing on Actions and Next Actions. As you’ll see from the screenshot, your Next Actions are front and center on your Dashboard. By having them highlighted, I can focus on the tasks that need doing without worrying about tasks that spread over multiple days or tasks I don’t have time to do today.

It syncs with Google Calendar, so if you are already using it, as I was, that makes calendaring easy. I can enter a meeting from just about anyplace, and it will sync everywhere else.

Email is integrated, and turning an email into an Action requires just a few clicks. As you can see, my Inbox is pretty clear, because it’s easy to process them. Take action, delete or turn into an Action for the future. I love this feature!

Gotta check out that library book!

As I mentioned earlier, it integrates pretty well with Evernote. I say pretty well because it’s not always obvious how to turn an Evernote into an Action. Sometimes it works. Sometimes it doesn’t. And advanced formatting from Evernote aren’t displayed, which was a real disappointment. I take notes in meetings using Evernote and use the checkbox to mark the ones that require action. Ideally, I would turn that note into an Action and check them off as I go. I’ve submitted it as a feature request.

Update: Now, of course, I can’t reproduce the Evernote to Action problem, so ignore that. It’s working fine now.

Finally, the best part about IQTELL is definitely the people behind it. When you are accepted as a beta user, you get a personalized Skype session to introduce you to the features you need to know about. And when I’ve encountered problems, I’ve received swift responses. A few weeks ago, I found an actual bug, and it’s being worked on right now.

If you are looking for a great time and task manager, I highly recommend you check it out. And get in before the beta period. Active users can get a very nice gift. Nope, I’m not telling. You’ll have to check it out for yourself.

In my last post, I talked about how to get your email Inbox to 0, which is the first step in taking control of your email. Hopefully you’ve followed my advice (or made a good stab at it), and now you’re ready to move on to keeping it that way.

But first, let me ask. How did you feel when you got your Inbox down to 0 emails? Good? Anxious? Invigorated? I hope your reaction was positive, because if you liked it, you’re more likely to keep it that way. I like looking at an empty Inbox. It makes me feel like I’m on top of things.

So how do you keep it that way? Well, first understand that it’s an ongoing process. Often, you’ll clear your Inbox and a few seconds later, a new email pops in. That’s okay. It’s much easier to deal with them as they come in than letting them pile up.

Before you can truly master your email, you need all your messages in one place. If you use a program like Outlook, make sure it’s gathering up all your accounts. If you’re like me and despise Outlook, you can use Gmail, which can be set to import all your email accounts. Having them all in one place is a huge time saver, especially if you have many webmail accounts, like I do.

Once you’ve got them all in one place, use a similar strategy to what you used to get it to 0 in the first place. When you open your Inbox, categorize your emails as follows.

Take action on quick emails right away

If an email will take 5 minutes or less to handle, answer it and either delete or file. Don’t let it sit there.

Create To-Do items for emails that will take longer

Unless you have time to deal with the more time-consuming messages right now, make a note and file the email in your Action folder. This way you won’t worry about forgetting about it. Once it’s on your To-Do list and out of your Inbox, it stops weighing you down.

Obviously, you’ll have to take action on it, and the other items on your To-Do list, but that’s true whether you’re handling email well or not. If your To-Do list is out of control, read David Allen’s excellent Getting Things Done. You’ll notice that I’ve adapted his email system for these posts.

Delete the rest. Or even better, filter them

Filters are my friend. When an email comes in that is junk, I don’t just delete it. I set a filter to automatically route the email to my Deleted Items folder. I get up to 50 emails a day that I never see (I just checked and did a quick count.) That saves me so much time. Sure, it takes me a moment to set the filter the first time, but then all emails from that sender are automatically deleted.

I prefer this to unsubscribing. For example, I’m on several Daily Deal lists. Right now, I’m cutting back on eating out, so I don’t want to be tempted. When my weight is back where I want it, I might be interested again, so I can just remove the filter and go back to seeing tempting cupcakes in my Inbox.

Filtering keeps the amount of junk way down, which allows you to focus on what needs your attention.

I generally delete and filter first when I open my Inbox. Let’s say I have 20 emails. After deleting and filtering, I’m probably down to 6 or 7 that need action. Most of those are quick “Sure, that’s fine” emails, leaving me with only one or two that need more time.

Setting aside two or three blocks of time each day allows me to keep on top of it and routinely get my Inbox down to 0 (which is where it is at the time of this writing).

Sound good? Go ahead and try it for yourself!

Do you hate to open your email in the morning? Do you cringe at the thought of how many messages (both read and unread) are there? Would you rather get a root canal than answer one more email?

If you answered “Yes” to any of those, you aren’t alone. But it’s possible to be a good business person and not hate your email.

As I am writing this, my Inbox count is 0, and it’s the middle of the afternoon. I don’t hate my email. I’ve learned to make it work for me, and you can too.

The problem is that lots of people use email as a “reminder” tool. The theory is that if it’s in your Inbox, you’ll be reminded to take action. But that system breaks down as soon as you have more than 10-20 email “reminders” sitting there. We just can’t keep track of that much information, so we ignore most of it. I’m speaking from experience here. I used to do the same thing.

So what can you do?

First, get your Inbox down to 0 as soon as possible. Once you’ve got it down to 0 messages, you can start managing it.

“But, Juli!” you say. “I’ve got over 1000 message there. How do I get it down to 0?”

One message at a time. It might take you a few days (or a few weeks), but you can pare it back. Make a goal each day to have fewer emails at the end of the day than you did at the start, and you’ll get there.

Start with the junk

The odds are that most of the emails in your Inbox are junk. Delete them. Be ruthless. Email newsletters. Offers for the latest cool tech toy. Blog posts someone else thought you might enjoy. Everything like that. Delete them, right now.

If you absolutely think a message might be useful later, okay. File it. But get it out of your Inbox now.

The Old Stuff

If you have a lot of emails cluttering your Inbox, odds are most of them are ancient. Or at least old. Decide on a reasonable cut-off date and get rid of them.

“But, Juli! What if there’s a critical client communication in there?”

So what if there is? You haven’t acted on it before now. Odds are it’s too late anyway. Get rid of it!

Everything Else

Now you should have a reasonable number of messages to take action on. Go through them one by one. If answering it will take less than 5 minutes, do it now. If it will take longer than 5 minutes, add it to your To-Do list and file the message. I suggest having an “Action” folder for those messages. I create the To-Do and then keep the email in my Action folder for reference when I’m ready to, well, take action on it.

If you don’t need to take action on an email, either file it or delete it.

This may be a painful process. You’ll find stuff you’ve forgotten to do. You’ll find messages from friends and family members you wish you’d responded to, but trust me, it’s better to do this and get rid of the weight of all those messages. You’ll be more productive in the future.

What do you do once you get your Inbox to 0 for the first time? Tune in Friday where I give you some suggestions to stay at or near 0 forever!