I believe I have reached email nirvana using Outlook with Exchange and an iPhone 3GS. Here is how I did it.
Work Flow: As soon as an email is read, it is moved into a Folder with an a. in front of it. Once an action has been taken, the email is then moved into either the Craig Bayer folder if it is personal or the Lawot folder if it is regarding work.
Create / Add to Ticket
When a client needs work done for us we create a ticket. They should email support@lawot.com for this but if they happen to email me I move it into this folder. My assistant watches the folder like a hawk and creates a ticket, assigns it to a consultant and moves the email to the Lawot Folder.
Workflow: Ticket is Created from the email immediately and then moved out of the folder.
Create Calendar
When some sends an email requesting an appointment I move it here. Either my assistant or I will create a calendar event from the email by the end of the day.
Workflow: Calendar Event is created from the email by the end of the business day and then moved out of the folder.
Create Contact
Anytime I receive an email that has a contact I need to create.
Workflow: Contact is created from the email by the end of the business week and then moved out of the folder.
Create KB
Law Office Technology uses an enterprise wiki called Brainkeeper for our knowledge base. When I see an email that could be added to our knowledge base, like a best practices article I move it to this folder.
Workflow: Knowledge Base Article is created from the email by the end of business week and moved out of the folder.
Create To Do: Today, Week, Someday
Any email that needs a response is moved to one of following To Do folders. If the email needs to responded to that day it is moved to Create To Do – 1.Today, if it needs a response by the end of the week, it is moved to Create To Do –2.Week. If there is no deadline I move it to Create To Do - 3.Someday.
Workflow: Today is responded to that Day, Week is responded to by the end of the business week and Someday has no time limit. Once responded to the emails are moved to the Lawot folder.
Craig Bayer / Lawot
After the email has been processed, if it is personal, I move it to Craig Bayer and if it is business related it is moved to Lawot.
Facebook / Twitter
I have a rule created in Outlook that moves any notices from Facebook or Twitter to this folder. I check it when I have time.
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