Don’t let emails disrupt your day and steal your time.
Here are some techniques you can use to manage emails:
- When sending emails:
o Use brief but detailed subject lines. Don’t leave it blank. Leaving the subject line blank makes it difficult to file or search not only for the recipients sake but yours too.
o Keep messages short and simple. Important information should go in the first paragraph.
o Create lists with groups of addresses especially if you send message to the same bunch of people frequently.
o Don’t abuse email by forwarding every joke. - Receiving emails:
o Set aside certain times of the day to answer email so it doesn’t become a distraction. You can set rules to color code emails from important people so you can handle promptly.
o Use the spam files and rules functions. You can set rules to automatically file email messages from selected addresses in a particular folder.
o Ask people who respond to all to kindly stop doing so needlessly. - Email oorganization:
o Use folders and sub-folders.
o Organize by sender, subject matter, project or any combination that makes sense to you.
o Empty your delete folder regularly or set it up to do so automatically.
Set up some project time now to clean out your emails and then schedule time weekly (or on a regular basis) to keep on top of email organization.
By using these techniques and with scheduled routine maintenance you can be in control of your email.
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