My RAFT consists of four planks: READ — ACT – FILE – TOSS. Every item, whether paper or electronic, goes into one of these categories. A decision is made immediately. You know where every paper goes, how to find it again, and when to follow up.

READ
Reading materials can be divided into two groups:
• Casual reading: It would be good to have a chance to read it, but there’s no deadline, and it doesn’t relate to a current project. Have a casual reading folder set up that you can move this to and then periodically block a time in your schedule specifically for casual reading.
• Reading with an accompanying action: Move it to your task list. If you’re using an electronic task list, drag it over and attach a date to it. If you’re using a paper-based tickler system, print the mail and drop it into the appropriate date.

ACT
This email requires further action on your part. Drag it to the calendar or task list on your email program and assign a date, or print it and put it into the specific date in your paper tickler system. To determine the date, always be asking yourself, “What is my NEXT step? When will I have a chance of getting to do this?”

FILE
If there is no action you need to take, you might want to keep it temporarily or else place it into your long-term filing cabinet.
• Project Files: If it’s an ongoing activity and you want to track the progress, have a temporary folder on your desktop. You can delete the folder at the end of the project.
• Reference Files: You want to retain the note for future reference, so you might print that and put it into your paper filing system, or save it in a related folder within ‘My Documents’.

TOSS
Be liberal with the Delete key. So many people are afraid to toss out any mail, even if there’s nothing else they need to do with it. Just as in paper, the question to ask yourself is, “What is the WORST possible thing that could happen if I didn’t have this email?” If it’s not too bad, and if there are no legal or financial reasons for keeping it, then toss it.

Everyone has heard of the adage, “Handle a piece of paper one time only.” That shouldn’t be taken at face value. Instead you handle it only once as far as making a decision right away. Then you put it in the appropriate place to deal with at a specific time. Work your email the same way and cut down on daily stress.

Denise Landers, a productivity trainer, is the author of Destination: Organization and the owner of Key Organization Systems, Inc. (www.keyorganization.com), 281-397-0015. She provides group training and individual assistance to improve daily work flow and time management skills.