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So the team at Akaibu is always busy trying to make your life better through the sensible application of two important components

1 - Technology
2 - Common Sense

We absolutely  love helping you save time, reduce stress and risk and overall - give you more time to be more productive at whatever it is you do.

We're therefore going to start using this blog as a "go to" reference guide for you on all things email. What's happening with it. What you should and shouldn't do with it. 

Of course, if you don't have time or it's not your thing then that's fine too - we're here when you need us and if all those tips and tricks don't work out - we're quite fine with moving all that horrible old email from your current archive to the next place you want to store it - on premise or the cloud - don't worry we can help you with both!

Today's update is a great one from George Kao who has published some right on articles about what to do with email and how best to manage it. Check out his blog  for more. (

A System For Email Productivity. How to regularly get to “inbox zero”… All of your emails can fit into one of the following 7 categories…

1. No need to reply, and not important to read. Generously apply thearchive or delete function! And if it is a newsletter that you rarely read, do yourself a favor — unsubscribe. If the information is important, trustthat it will come to you another way, e.g. through personal recommendations. It will show up again if it is truly worthwhile.

2. File away. Examples include tax receipts, examples of great emails, and info needed when you next work on a project. It can be helpful to create folders for these, but don’t get crazy with categorization; if you find yourself creating many folders, you need to simplify your work or life. And when you actually need to find an email, practice using your email software’s search function.

3. Optional response. No need to respond, but would be more courteous if you did.

4. Optional reading. Interesting to read, but not required. Practice putting as many emails as possible into this category, as well as the previous one! This practice is essential to improving email productivity. You might want to use email filters (e.g. in gmail) to automatically move newsletters into this folder, or change the email address you use to subscribe to mailing lists. Gmail makes it easy with aliases such as

5. Required to respond today. Go ahead and respond either in the moment—if important and urgent—or at the end of your workday when you are clearing out your inbox.

6. Required to respond (e.g. emails from a boss, biz partner, client)— but not today. Distance creates perspective. If an email doesn’t require a response today, put it in a folder named the day you would like to respond(Monday, Thursday, etc.) then on that day, go into that folder. For example you might want to follow a “morning checklist” that includes “Open today’s email folder.” Tools to automate this: RightInbox for Gmail or or

7. Undecided. Rather than suffer from paralysis by analysis, just put it into one of the above categories!

Create email folders for #2, #3, #4, #6.