I grew up in a time without email, but nowadays, most people wouldn't know what to do without it!
I remember when email was first introduced to my boss. He thought it was time to apply new technology to the workplace, and a great salesperson sold him on the idea of using the new system of communication by email that would simplify the office. After about a month, I visited with him and asked how his new email system was working. He told me that it was such a disappointment...it only added to the workload.
Some people like my old manager consider email to be another means to bog down and overwhelm with information. Others on the other hand find wonderful uses for this wealth of information and learn to find new ways to connect their lives through use of this medium. Bottom line is if you know how to use email, it can be a great asset rather than a liability.
As an international coach the internet has proven to be an excellent resource to keep me in touch and on the cutting edge of information. Like most of us, I receive hundreds of emails daily and just can't always find the time to deal with each and every one immediately.
Interestingly I recently emailed my resident guru who helps me with my email and computer issues. I had lost my entire address book. I became busy with various projects and realized that a week had gone by without him responding. And you know what? I survived. Yes. Hundreds of emails hit my inbox, but those who didn't get a response wrote me back, and I learned that I can survive without the information that each email contains. I know I probably lost out on some great content, but I've learned that I can always use a search engine for any information I might need.
I was able to create a new address book with the aid of my ezine subscription provider. But in all actuality when the dust had settled, I was relieved at not having to deal with all those emails. So if your emails are becoming uncontrollable, I offer the following suggestions:
- Use Emotions
Human beings were created with this great feature called emotions. They provide information to help us sort out our needs. If we run on emotion, they can cause us to panic and feel overwhelmed and eventually wind up impatient and frustrated. Deleting all junk and spam at once...then just breathe. You are on your way to simplifying your life of email clutter.
- No Privacy at Work
As more companies are monitoring and reading workers' emails even without employee knowledge, it is important that you give your work email out to personal contacts for use in emergency only. Don't count on your friends to remember that an inappropriate email sent to your work address just might end up in the boss' hands!
- Respond
If you receive an email that really upsets you, take a deep breath and relax. Wait until you are calm and can think clearly to provide the best response. Sometimes it is better to wait 24 hours if you are really angry then to send a reactive response that can never be taken back once it is sent.
- Personal Contact is always key
Do not use email as a shield from avoiding issues that really need to be dealt with by phone or in person. There are professionals that can help you with knowing how to deal with email versus personal contact is you are having difficulty in knowing which method is appropriate at any given time.
- Organize your files
Create folders with subject categories where items can be organized quickly.
- Cleaning
You must routinely delete items from your inbox.
- Email Scheduling
While many people check email once or twice a day, that might not be possible if you work in an office where assignments are emailed to staff. Don't set a precedent by emailing so fast that you are always expected to answer quickly. Give yourself a little extra time to write good emails and responses that people will wait a while to read.
- Timing
Don't start your day by checking your inbox. You only allow yourself to be open to new issues that could potentially reek havoc to your planned schedule that day.
- Distraction
An inbox full of email can certainly distract you so make sure to scan the subject lines to find only those that need immediate attention. Advertisements and personal emails can wait for a more appropriate time.
- Urgency
If you develop the habit of always sending emails with the priority red flag, people will eventually ignore your emails. Then when something is really urgent, you will not be able to reach them.
- Subject
Always put concise and meaningful titles in the email subject heading. Not only will it enable the reader to find important emails, but it will also assist them in organizing their email folders as well.
- Problemsolving
Give it 24 hours when employees send emails for routine problems that can usually be solved without your help. This method will help your employees become independent, problem solvers.
- Proper Content
When writing business emails make sure that you provide well-written content with a good subject header. Be courteous and professional. Keep the slang and internet jargon for chat rooms and instant messaging.
- Email Hermit
Don't become an email hermit avoiding all contact with fellow workers in your organization. Building relationships in person and by phone is vitally important. Use email as a tool to open up communication but not as the only source of contact you have with the rest of the office.
- Keep Separate Emails
Make sure that your personal contacts use your personal email, and your business associates use your work address. It is never good to mix business with pleasure when email is involved, and this practice will keep any misunderstandings from developing.
- Priorities Count
Remember what is important to you. Don't ever ignore an IM coming in from your child or important relative/friend. You are never too busy to give them one minute of your time to explain in a kind way why you are unavailable at the moment. Use the offline or unavailable feature in the instant messaging program to hide your online presence when you are working.
- Dictators Beware
Email is so convenient that many times it is easy to fire off an email with a big list of things to do for your employees. But don't forget that these are people who need to feel valued and appreciated. Simply by beginning your email with a saluation and an ending that tells the person they are important can make the difference in your employee's performance and overall office morale. Organizations that practice giving appreciation to their employees always attract the best employees, have low turnover and provide a work environment that benefits everyone.
- Employee Appreciation
Could you be like the boss I know who emails his employees from time to time to let them know that they are doing a great job and he's glad they are his employees?
Basically, if you can't manage your email, here are suggestions for making life easier:
- Plan how you are going to handle emails.
- Commit to your email plan and follow through to make sure it is implemented.
- Create storage folders for organization.
- Only deal with emails at a pre-set time each day.
- Take action on all emails in your inbox either by deleting, answering or saving for later.
- Add a signature line into each email with your business information that will advertise your company.
- Clean out all unnecessary emails by deleting at once.
- Let others know how you like and how often you check emails so they will know how to write to you and when to expect a response.
- Go through your entire email program once a month and get rid of all unnecessary items.
- Re-read this plan monthly so you stay committed to following through.
Do not allow your email inbox to frustrate and overwhelm you. It is always easy to become distracted by the countless emails that hit your inbox. These will rob you of your time and your ability to be productive. Hold true to managing the email in your life and you will find that the resolution to organize your email system lies within yourself.
