Tips to manage the ever increasing volume of emails in your world!
Email has done wonders for efficiency in the work place but it can also be a common cause of stress due to the sheer volume we are faced with each day. Below are just a few tips which may help you manage your emails more effectively.
1. If you want to receive less emails, send less.
Basic but effective, if you are struggling with too many emails – don’t send as many. This doesn’t mean stop replying to everyone, perhaps pick up the phone once in a while!
2. Be precise with the wording
Try to avoid any confusion or ambiguity within your emails. If you are precise in the first instance there is more chance of less exchanges to follow due to misinterpretation and you having to explain yourself further. Do it once, do it right!
3. Give thought To: the recipients
Use the To: and CC: fields correctly.
Use the rule that you expect a response off those you issue the email ‘To’ and those ‘cc’d’ the contents of the email if purely for their information and requires no action from them.
4: Create Folders
When you use your in-box as default storage, it quickly becomes a digital junk drawer, which makes finding what you need tricky. You can manually sort messages into folders, but you can set up filters that automatically route messages to their folder homes? For example, notifications from Twitter can go straight to a Social Media folder. Once all e-mails of one type are grouped in their own folder, you can delete them with one click.
5: Aim for Only 20 Items in Your In-box
Twenty e-mails usually means that you can see most or all of you in-box without scrolling. Treat your inbox as your ‘in tray/ to action tray’. As soon as you deal with a message, file or delete it. Only messages that you’ve yet to respond to or action belong in your in-box.
6: Organise Before You Read
Sort by sender to spot messages from VIPs (the boss, colleagues), then scan subject lines and delete obvious junk.
These tips wont work for everyone but some may find them helpful in managing the email focused world we live in.
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