Let us create a 3D eBook for you!
Let us create a 3d Digital eBook for you! DigyCat.com

Tips to Manage Incoming E-mail


Friends, colleagues, and clients are all telling me that one of their biggest challenges is trying to manage e-mail overload. They say everyone wants something from them and consequently, they're buried in e-mail. Is this a struggle for you? If so, here are a few tips that will save you some time in reading and receiving e-mail.

1. Limit personal e-mail at work.

Yes, this may seem a drastic step but it's one that will help you stay focused on priorities so you can complete your work and then spend time doing the things that mean the most to you.

2. Use a spam program.

Your employer or ISP may already cover this but if you are running your own system you'll want a spam blocker to help minimize unwanted e-mail as much as possible. (Tip: PC World rates Cloudmark's SpamNet as one of the best.)

3. Use folders to store e-mail.

Your inbox isn't a storage facility, it's for incoming mail. Create folders within your e-mail program that "mirror" the folders you use to store hardcopy in your office/workspace.

4. Change the subject of e-mails to summarize its content.

Make it easy to find any e-mail you decide to keep by changing the subject. For example: if you receive an e-mail with the subject "Update" and it turns out to be a request for you to send someone an update, change the subject to "Send John Doe product update on 8/29/05." This functionality is available in most e-mail programs.

5. Limit the frequency with which you review and process incoming e-mail to 2 or 3x's per day.

Pick times other than when you are most focused, creative, or energized.

6. As a general rule, separate the task of "processing" your incoming e-mail from "working" on your e-mail.

Exception: If you can reply or forward an e-mail in a minute or two, do it, then delete it. Otherwise, save the doing/replying/composing for a later work period.

7. Organize your e-mail by "Received" order.

In other words, make sure you've set up your inbox so the newest e-mails are on top.

8. Empty your e-mail inbox in five steps. Here's how:

  • Scan all e-mail and delete the spam. It's impossible to filter out all spam but you can learn to recognize it so you don't waste time opening it or getting a virus. Common characteristics include: a random series of numbers in the "From" address, the "Subject" is followed by six spaces then a number, or the subject ends with three exclamation marks.
  • Review remaining e-mails from oldest to newest and in order of importance. Read "high importance" and "to do" e-mails, then scan "FYI's" and "newsletter" e-mails.
  • If an e-mail contains information you want to reference later: a) drag it to the appropriate e-mail folder, orb) print it, delete it and file the hardcopy with like material.
  • If an e-mail requires that you take an action: a) record the action in your calendar, then b) delete it or file it for future reference.
  • If after reviewing an e-mail you determine it has no future value, delete it.
The volume of e-mail you receive isn't likely to slow down. In fact, Bill Gates, Business Week and a host of other industry experts say e-mail overload is a drag on productivity. Try these techniques and don't let electronic missives get you down.

Pam N. Woods is co-author of a bestselling book, Create the Business Breakthrough You Want: Secrets and Strategies from the World's Greatest Mentors; endorsed by Ken Blanchard and Dr. Stephen Covey. She is a Coach U graduate and President of Smart WorkLife Solutions, a coaching and consulting company devoted to co-creating customized solutions to fit clients business and personal organizing needs. Prior to founding her own firm she had a successful 20+ year career as an insurance executive and Vice President of Human Resources. For more free how-to articles and advice, or to contact Woods, visit http://www.worklifecoach.com Copyright 2005 - Pam Woods


MORE RESOURCES:

Time Management - Google News

This RSS feed URL is deprecated

This RSS feed URL is deprecated, please update. New URLs can be found in the footers at https://news.google.com/news

Framework on polls-time govt soon: Fakhrul - The Daily Star


The Daily Star

Framework on polls-time govt soon: Fakhrul
The Daily Star
"We expected that BNP would at least come up with a framework about the type of the polls-time government but it did not do yet. What does BNP really want? Does it want caretaker or supportive or polls-time government? " Quader asked BNP. In the ...

and more »

What The App: The best time management apps for Android ... - Firstpost


Firstpost

What The App: The best time management apps for Android ...
Firstpost
Listed below are four best time management apps we think can help you to become productive this year.

and more »

COLUMN: Time management proves necessary skill - The Daily Toreador


COLUMN: Time management proves necessary skill
The Daily Toreador
I have what most people would call a time- management issue. It is a trait I refer to more accurately as a time-optimism issue. This is the best way I know how to describe it. I too often believe that life will always provide another hour, another 10 ...

Time management problems? You might be asking the wrong questions - SmartCompany.com.au


SmartCompany.com.au

Time management problems? You might be asking the wrong questions
SmartCompany.com.au
Viewed from a different perspective, Gilkey points to energy and attention as being more scarce than time. “People who think they have time management problems really have priority management problems, which means, at root, they have self-management ...

Time Management for Reaching New Year's Goals - North Salem ... - TAPinto.net


Time Management for Reaching New Year's Goals - North Salem ...
TAPinto.net
As the year winds down just before New Year's Eve, time seems to slow. Activities may be centered on the home and family and if you can plan it, you may have an hour or two to do some...

and more »

ASU offers time-management help for student success - Arizona State University


Arizona State University

ASU offers time-management help for student success
Arizona State University
As the second semester of the academic year begins at Arizona State University, many freshmen are facing the reality that they need to build up an important skill for college life: time management. Many freshmen are overwhelmed by the unstructured ...

Manage Your Attention Instead of Your Time - Lifehacker


Lifehacker

Manage Your Attention Instead of Your Time
Lifehacker
Attention management is more than not looking at social media every five minutes—though it's also that, too. It's also about setting priorities and focusing your attention where it matters. And where it matters is often “deep work.” Rao divides ...

The 3 Mistakes I Made Learning To Manage Time - Forbes


Forbes

The 3 Mistakes I Made Learning To Manage Time
Forbes
As a CEO, smart time management is critical to success. Let me tell you a dirty little secret: It doesn't always come naturally, especially to entrepreneurs that become executives. When I was just starting out as an executive, I found myself struggling ...

Security's Time Management Crunch and How to Solve It - Security Intelligence (blog)


Security Intelligence (blog)

Security's Time Management Crunch and How to Solve It
Security Intelligence (blog)
Time is the scarcest resource we have as IT and security professionals. There are only so many minutes in each day to get things done. At the root of many security incidents and breaches is poor time management on the part of those tasked with getting ...

LargeFriends.com - the best dating site for plus-sized singles!
SuccessfulMatchCentral.com - the best dating site for plus-sized singles!

PreLaunchX

MyIdeal Domain Is For Sale - $8,000 For Enquiries eMail Us

© www.MyIdeal.biz - 2012

home | site map | links