{"id":69844,"date":"2022-03-15T16:32:00","date_gmt":"2022-03-15T16:32:00","guid":{"rendered":"https:\/\/www.imperialcrs.com\/blog\/?p=69844"},"modified":"2023-12-06T13:03:56","modified_gmt":"2023-12-06T13:03:56","slug":"clinical-trial-managers-tame-inbox","status":"publish","type":"post","link":"https:\/\/www.imperialcrs.com\/blog\/business-insights\/clinical-trial-managers-tame-inbox\/","title":{"rendered":"3 Surefire Ways Clinical Trial PMs Can Tame Their Inbox"},"content":{"rendered":"<p>Email is a great thing: it allows busy clinical trial project managers to juggle multiple schedules, protocols, and teams in different time zones all over the world and still keep projects moving. Email chains keep a repository of time-stamped information and show documentation of discussions and decisions.<\/p>\n<p>The downside? Volume! The number of emails clinical trial project managers receive on any given day is immense. Finding information in countless chains of conversations can be tedious, time-consuming, and full of pitfalls. These negatives are universal and are not unique to the clinical trials industry.<\/p>\n<h2><strong>Inbox management is not intuitive<\/strong><\/h2>\n<p>Unfortunately, not many of us have taken a class on effective email inbox management. We\u2019re handed our inboxes and told to jump in. Managing high volume in boxes of 100+ emails a day is not innate. Yet, we are expected to successfully manage these inboxes as a basic requirement of our jobs.<\/p>\n<p>Fortunately, many business consultants are aware of this gap. There are lots of books and concepts to choose from. For example, <a href=\"https:\/\/www.merlinmann.com\/\">Merlin Mann<\/a> is famous for advocating the \u201cinbox zero\u201d approach. The idea is to tackle your emails with the goal of keeping your inbox empty. However, critics have called his method inefficient, and even Mann admits his inbox is never at zero. Oh, well.<\/p>\n<p>Let me save you a little time and share the basics of what works for me. But first, let me ask you a question\u2026<\/p>\n<h2><strong>Why is your inbox pulling you under?<\/strong><\/h2>\n<p>For most people, feeling overwhelmed by email is a symptom of common routines:<\/p>\n<ul>\n<li>Going through your inbox and choosing what to do based on feelings<\/li>\n<li>Skimming over the same email multiple times<\/li>\n<li>Reading new emails as they come into your inbox<\/li>\n<\/ul>\n<p>All are unproductive and waste your valuable time.<\/p>\n<h2><strong>What\u2019s the solution?<\/strong><\/h2>\n<p>Adopt a new way of thinking \u2013 YOU ARE IN CONTROL of your inbox. NOT the other way around. Here\u2019s what I recommend.<\/p>\n<h3><strong>1. Stay focused<\/strong><\/h3>\n<p>Turn off notifications that tempt you to read emails as they come in, change your focus, and pull you from other important tasks. Go to your inbox when you\u2019re ready \u2013 NOT every time it beckons you.<\/p>\n<h3><strong>2. Implement a schedule<\/strong><\/h3>\n<p>Check your emails only at designated times throughout the day, based on the nature of your projects and personal work style. My optimal rhythm is:<\/p>\n<ul>\n<li>Once after each meeting block<\/li>\n<\/ul>\n<p>or<\/p>\n<ul>\n<li>Every two business hours<\/li>\n<\/ul>\n<p>\u2026whichever comes first.<\/p>\n<p>You may find a different rhythm is more productive, such as once every hour or just twice a day. Whatever you decide, batching your email review is best. It helps you stay on track.<\/p>\n<h3><strong>3. Define each email, then act!<\/strong><\/h3>\n<p>Your emails will likely fall into one of four categories:<\/p>\n<ul>\n<li>Action<\/li>\n<li>Delegation<\/li>\n<li>Information<\/li>\n<li>Trash<\/li>\n<\/ul>\n<p>This means for every email; do one of the following:<\/p>\n<ul>\n<li>Complete\/schedule a task<\/li>\n<li>Forward it on to someone who needs to complete a task<\/li>\n<li>File it for future reference<\/li>\n<li>Delete it<\/li>\n<\/ul>\n<h2><strong>A flow chart view<\/strong><\/h2>\n<p>Author <a href=\"https:\/\/gettingthingsdone.com\/2020\/06\/the-gtd-approach-to-linking-next-actions-and-projects\/\">David Allen<\/a> is an efficiency guru. If we apply his email tips from his book \u201cGetting Things Done,\u201d your review process of each email might look something like this:<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-69855 \" src=\"https:\/\/www.imperialcrs.com\/blog\/wp-content\/uploads\/2022\/03\/Clinical-Trial-Project-Manager-Email-workflow-838x1024.png\" alt=\"Clinical Trial Manager Email Workflow\" width=\"598\" height=\"731\" srcset=\"https:\/\/www.imperialcrs.com\/blog\/wp-content\/uploads\/2022\/03\/Clinical-Trial-Project-Manager-Email-workflow-838x1024.png 838w, https:\/\/www.imperialcrs.com\/blog\/wp-content\/uploads\/2022\/03\/Clinical-Trial-Project-Manager-Email-workflow-246x300.png 246w, https:\/\/www.imperialcrs.com\/blog\/wp-content\/uploads\/2022\/03\/Clinical-Trial-Project-Manager-Email-workflow-768x938.png 768w, https:\/\/www.imperialcrs.com\/blog\/wp-content\/uploads\/2022\/03\/Clinical-Trial-Project-Manager-Email-workflow-1257x1536.png 1257w, https:\/\/www.imperialcrs.com\/blog\/wp-content\/uploads\/2022\/03\/Clinical-Trial-Project-Manager-Email-workflow-1170x1430.png 1170w, https:\/\/www.imperialcrs.com\/blog\/wp-content\/uploads\/2022\/03\/Clinical-Trial-Project-Manager-Email-workflow-585x715.png 585w, https:\/\/www.imperialcrs.com\/blog\/wp-content\/uploads\/2022\/03\/Clinical-Trial-Project-Manager-Email-workflow.png 1613w\" sizes=\"auto, (max-width: 598px) 100vw, 598px\" \/><\/p>\n<p>&nbsp;<\/p>\n<p>Once all emails have been reviewed, you will be left with just the tasks to do on your calendar. You can work on your tasks for the next few hours until your next scheduled inbox review.<\/p>\n<h2><strong>The ball is in your court!<\/strong><\/h2>\n<p>I encourage you to give this a try. When you have eliminated time-wasting behaviors, you\u2019ll find your job as a <a href=\"https:\/\/www.imperialcrs.com\/blog\/2022\/02\/07\/cros-secret-weapon\/\">clinical trial project manager<\/a> to be more productive with a smoother workday, even with all these emails.<\/p>\n<p>What methods have you found to get control of your emails? Please scroll down and add your tips in the comment box.<\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Email is a great thing: it allows busy clinical trial project managers to juggle multiple schedules, protocols, and teams in different time zones all over the world and still keep projects moving. Email chains keep a repository of time-stamped information and show documentation of discussions&hellip;<\/p>\n","protected":false},"author":11,"featured_media":69849,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[22],"tags":[881,873,871,879,876,885,883,872,878,880,884,877,882,874,875],"class_list":["post-69844","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-insights","tag-clinical-trial-administration-tips","tag-clinical-trial-productivity-hacks","tag-clinical-trial-project-management","tag-communication-strategies-for-trial-project-managers","tag-effective-email-management-for-project-managers","tag-efficient-inbox-handling-for-clinical-research","tag-email-workflow-for-clinical-trials","tag-inbox-management-tips","tag-inbox-organization-for-clinical-research","tag-productive-email-practices-in-clinical-trials","tag-project-management-communication-skills","tag-project-management-efficiency-tips","tag-project-manager-email-best-practices","tag-project-manager-email-strategies","tag-streamlining-communication-in-clinical-trials"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>3 Surefire Ways Clinical Trial PMs Can Tame Their Inbox - Imperial Clinical Research Services Blog<\/title>\n<meta name=\"description\" content=\"The number of emails clinical trial project managers receive is immense. 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