gtd, the glorified to do list

at work, microsoft outlook is the main tool. my everyday job consists of reading, composing, and following-up on emails. a single task can span multiple threads, days, and sometimes week, within multiple receipients and senders from at least three different timezones. my emails communication consists of mostly three subjects: tasks assignments, status updates and information inquiries. emails are usually replied one day later (due to timezone differences). in order to keep track of things, i use a simple method to keep things organized (something i read about email gtd in the web). i have four folders: Inbox, Archive, Follow-Up and Todo.

Inbox is where all my incoming mails go to. I don't use any email filters. From here, the emails will go to either Archive, Follow-Up and Todo folders. And my Inbox is always empty.

Archive is for emails for tasks that have been completed, replies to queries, general information, HR newsletters. In short, it is for emails that I don't have to take action.

Follow-up is for emails that I need to follow-up later, tomorrow, or next week. Examples are emails that say a certain task will be completed next week, or some information will only be available after mr blabla comes back from vacation, etc etc.

Todo is for emails that I need to act-on. Basically, Todo is my own list of tasks to, well, do.

I could have used my Inbox as a todo list, but that is confusing and most of the time, I don't get on act on the items in Todo folder after I've done something else. I like to think of the Inbox as a transit point.

This method have worked effectively for me since I've large amount of emails everyday. On top of this, I don't

- use any email filters
- group emails based on subject or threads

This makes it easier to sort the emails into Archive, Follow-up and Todo folders.