🏴‍☠️ Email Less, Do More

Send Hours of Emails in Minutes

Author

Captain YAR
October 26, 2024 • Estimated Reading Time: 6 minutes

I used to spend 3 hours each day on email.

Then I discovered these 6 response frameworks that cut my email time to 20 minutes.

The breakthrough wasn't working faster - it was working differently.

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Every time you look into your inbox, you're gambling with your productivity. Studies show the average person takes 23 minutes to regain focus after reading an email. Multiply that by the 40+ messages you receive daily, and you'll understand why your most important work keeps getting pushed aside.

The 6 Email Response Frameworks

1. The Polite Decline

Most people struggle to say no. They write paragraphs explaining themselves, which invites debate. Instead:

  • State appreciation

  • Give a single, clear reason

  • Suggest an alternative (if applicable)

Example: "Thank you for thinking of me for this project. I'm focused on completing my book manuscript through August. Perhaps we could revisit this in September?"

2. The Principle-Based Response

Your values should drive your communication. When you're clear on your principles, decisions become automatic:

  • Define your top 5 principles

  • Filter requests through these principles

  • Respond consistently

A principle might be "I commit to work where I can deliver exceptional results." This makes it easy to decline projects outside your expertise.

3. The Sender Satisfaction

Some emails just need acknowledgment. The key is giving the sender what they want without creating additional back-and-forth:

  • Identify their core need

  • Address it directly

  • Close the loop

Three sentences maximum. Any more invites unnecessary discussion.

4. The "Yes, But Later"

Sometimes timing is the issue. The framework:

  • Affirm interest

  • State current constraint

  • Propose specific future timing

This maintains relationships while protecting your time.

5. The Responsibility Return

When others try to delegate their work:

  • Ask clarifying questions

  • Inquire their initial attempt

  • Seek their opinion first

This teaches people to solve problems independently.

6. The Time-Block Method

Batch process emails during two 10-minute blocks:

  • Morning: Quick responses

  • Evening: Thoughtful responses

  • Everything else waits

Implementation Steps

  1. Create template responses for each framework

  2. Set up email rules to sort messages

  3. Schedule two daily email blocks

  4. Practice saying no (it gets easier)

Your most valuable work doesn't happen in your inbox. These frameworks will help you spend less time on email and more time on what matters.

Take the first step: Choose one framework and create your template response. Start using it this week.

The Magic Prompts👇

Decline with Grace

Craft a polite response to decline this invitation. Briefly explain your reason for declining, and if relevant, mention conditions under which you might reconsider. Here’s the invitation email: [paste email].

Define My Core Principles

Analyze this text from my bio, personal intro, or a recent email to [friend/colleague]. Suggest 5 core principles that reflect my personal values. Ask if they feel right, and suggest another ones until we settle on a final 5.

Respond from My Principles

Using my 5 core principles, write a short reply to this email that [agrees/disagrees/accepts etc.]. Capture the tone and approach of someone who fully embodies these principles. Here’s the email: [paste email].

Satisfy and Close

Suggest a reply to this email from [relationship to sender] that addresses their message in 3 sentences or less. The goal is to satisfy their need and prevent further follow-up. [Paste email or thread].

Yes, But Not Yet

Write a response that acknowledges the sender’s appeal with a “yes, but not yet.” Explain briefly why it’s not possible (e.g., I’m busy) and propose a timeframe for reconsidering. Politely ask them to reach out again then. Here’s the appeal: [paste email].

Pass it Back

Craft a polite response that shifts the next step to my [relationship to sender]. Ask for further details, ask for their input first, or inquire if they have any initial ideas to share. Keep it to 3 sentences, aiming to return the responsibility to them. [Paste email].

Cut Your Email Work👇

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Please read some of my cool previous posts:

Set sail,
Captain Yar