5 Ways to Manage your Email
computing, tech support August 15th, 2007Research reveals that the average American worker spends from one to two hours handling email every day. Depending on your job, that number may be higher. For some — much higher. Email revolutionized the way we communicate at work, but it can also be the bane of our technological existence. If you find yourself the victim of email overload, try some of these tips to manage your mail and reclaim your workday.
- Don’t need it? Delete it! If you’re a packrat, you’re in trouble. One of the biggest email problems users face is the sheer volume of messages they receive every day and the tendency to keep everything. Some tricks: Pick off the easy ones first. If you have a quick answer, send it, then delete the message. And not just from the Inbox – get rid of it in Trash, too. Stop re-reading the same message. Be realistic. If you know deep down you’ll never reply to the message, delete it and move on.
- Set aside time to review email. Establish a routine for checking email. It may be that you block off time at the start of the day, again after lunch and then before you leave the office. Don’t allow yourself to be interrupted during this time. Deal with messages immediately: Delete it, forward it, schedule it, respond to it, or file it. Consider closing your email program outside of these scheduled times so you won’t be compelled to check for new messages constantly.
- Setup a filtering system. If you belong to a listserv or receive daily messages from the same place (such as bulletins or announcements), filter them out of the Inbox and into another folder. Then when you have time, go to that folder and read them at once. This will keep your focus on one topic and minimize the time it takes to deal with them.
- Setup a file folder system. Many of us keep messages for reference purposes only. Build a file folder system that categorizes these reference messages for quick access later. The important thing is to get them out of your Inbox.
- Limit unnecessary responses. You don’t have to respond to every message, especially just to say "Thanks" or "OK." The more email you generate, the more someone else has to act on it.
December 12th, 2008 at 2:49 pm
Wow, a post with out one response. I am flabbergasted – not really, but this musta been before you were all big and famous like. So maybe you are actually human after all. amazing.
I have no system for may email at all and have one E-mail account that you would probably gasp at. I know it drives my wife crazy.
Beamer
Beamer’s last blog post..White Geese
December 12th, 2008 at 2:51 pm
Beamer — Oh, please don’t tell me you’re looking at all my early posts!!! When three people were reading it!!! Be kind. I didn’t know what I was doing.
Oh, please manage your email better! At least build folders. Trust me. You’ll be happier.
p.s. I am not a human. I am a cyborg with really curly hair.