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Some days you love it. Other days you dread it. E-mail is an important tool of our world today and it isn’t going away. It has changed thewaywe do business as well as thespeedin which we conduct business. When you turn on your computer and go to your E-mail Inbox, are you so overwhelmed that you’re tempted to commit E-mail Bankruptcy – the act of deleting the whole kit and caboodle and just starting over? Not recommended. I often tell my audiences that clutter is a result of delayed decisions. And one of the easiest places in the office to hide clutter is the E-mail Inbox. You’re the only one (besides the IT guy who puts you in E-mail Jail) who knows what you’ve got stashed in there. When you’re consistent in making decisions and practicing good E-mail habits, then things won’t be so overwhelming on a day-to-day basis. Here are a few tips to guide you in keeping E-mail clutter at bay. - As soon as you’ve read an E-mail, make a decision on what to do with it. Delete, Forward, Schedule, Drag or Delegate are options you’ll use most often. If a response requires less than two minutes, do it.
- For Outlook users, if your IT department permits it, use the “reading pane” view to more quickly process E-mails. Flag E-mails that need attention today.
- According to the McGhee Productivity Solutions Group 50% of all E-mail can be deleted so don’t be afraid to “release” those E-mails that are no longer needed.
- Create E-mail file folders (and get into the habit of using them) to store E-mails related tocurrentprojects. Archive E-mails that truly need to be saved but are related to past/closed projects.
- Drag and drop E-mails where you will access them later. I.e. When I receive confirmation E-mails for hotel reservations, car rentals and airline travel, I insert these E-mails onto my calendar on my travel date. Then when I’m checking into my hotel or picking up my car, all of my important information is in one place, making access easy.
- When you see a strand of E-mails developing, pick up the phone and accomplish in 30 seconds what 6-8 interruptions would have done throughout your day.
- Use your Delete Key…often.
- Minimize your E-mail program vs. leaving it open all day. It’s amazing how effective this is in helping you to cut down on constantly checking your e-mails.
- Only check your E-mails 3-5x during the day, unless your position is driven by E-mail such as Customer Service.
- Allow yourself time at the end of each day, and especially on Friday’s, to empty and organize your E-mail Inbox. To avoid wasting time scrolling and searching for E-mails, limit your E-mails in your Inbox to one screen - and don’t go out and buy a bigger monitor!!
Finally, I’ll leave you with what I call the Golden Rule of E-mail:
The more you send, the more you shall receive.
Use E-mail judiciously.
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