Time Control is so important when your online inbox receives 10 times more email than your daily delivery by the mailman. So why not handle it in the same manner you would any snail mail letters that arrive daily-just once!
How can you do that?
Here are my six tips for taking control over your email:
1. Tip - Twice A Day
Make the commitment to only check your inbox two times a day. If you want to keep sanity in your life, management of both time and email is vital to prevent your computer from being all-consuming. Answering messages within 24 hours demonstrates your professionalism.
2. Tip - Manage Emails
When you check your inbox, determine to apply the following four steps:
- Delegation
Something someone else can handle, pass it on by hitting the forward button.
- Deletion
Delete any mail more than 3 months old or copy/paste info you wish to save in a file folder.
- Respond
If the email can be answered in a few minutes, reply.
- Assign
If you need time to reply, add email to your "to do" folder or assign it as a task through MS Outlook.
3. Tip - Folders Creation
Efficiency is key in management of time and email. Organize email information into project folders and files and then put files in order for need, frequency or date due particularly for project management purposes. Always "cc" yourself with important messages so that your project file will contain complete references to all emails and responses.
4. Tip - Brevity
Concise, well-written emails will gain the respect of all who receive your correspondence. In his book, The Complete Guide to Email, Wayne McKinnon shares that brief emails with a personal comment to the recipient will help them never to expect long, drawn-out responses. Sometimes you may even just write a brief answer in the subject header and add end of message (EOM) at the bottom of the letter.
5. Tip - I'm Out
Always be courteous by using an "out of the office" autoresponder when you are not working.
6. Tip - Accuracy + Relevancy
Accuracy
Have you corrected all grammar, misspelling and incorrect usage? Have you ensured that your facts are accurate including checking place and time? Have you included all document attachment as promised?
Relevancy
Is your message content related to business? Can you send the email to your entire distribution list? Any confidentiality issues or requirements needing attention? Is your writing tone appropriate to the topic and audience? Does your subject heading line match the text content of your email? Have you ensured that your message is not rude or insensitive? Does your message contain all information needed by your reader without being too long? Does your content make sense and is it current? How does your email make you feel, and does it encourage your reader to take action?
Follow these six tips for managing emails, and you will see that you save time.
