5 Top Tips on Dealing with Email Overload
NO 1: TURN OFF Auto NOTIFY
If you have an auto-notify on your email system, please turn it off. Interruptions rob us of our productivity. Don’t let the *ding* of each
new email dictate the flow of your day, take control.
Set scheduled times to check your emails and then stick with those scheduled times –resist the temptation to take a sneak peek.
Try checking emails on the top of the even hours: 8 AM, 10 AM, 12 PM, 2 PM and 4 PM.
Setting specific times to handle email not only cuts interruptions
but also allows you to know how much time you’re spending on emails.
NO. 2: TAKE ACTION
Just as it is easy to Paper Shuffle – it is easy to Email shuffle! ASK THE CRITICAL QUESTION of each email? “What is the very next thing I need to do with you?”
3 OPTIONS :-
- Delete – I do not need this email
- Action – Place in an action folder
- Keep for future reference – Place in a reference folder
Skim subject lines and get rid of emails you don’t
ACTION If you need to action an email then setting up
designated labelled folders on the side of
your outlook will allow you to move emails out of
your in box and make them easier to access.
This assists in keeping your inbox under control.
Categorize these folders, just like you would with paper folders.
Eg: ACTION FOLDERS
- FOLLOW UP FOLDERS
- Claims to Make
- Correspondence to Complete ( Action folder) eg Items to enter into Bookkeeping Program eg: Xero/MYOB Client Folder – To follow up /To Invoice
- Items to Read
REFERENCE FOLDERS – eg : BANKING
NO 3 : SCHEDULE TIME
In order to keep on top of your emails to action you need to schedule time.
Once you have checked your emails, deleted the unnecessary ones and placed the others into categories you will need to check those folders REGULARLY to action any necessary follow up.
You need to make time to get organised.
Schedule a time in your diary every day to keep on top of your emails.
Treat this scheduled time just as if it was an appointment with your client, doctor, dentist or your accountant.
NO 4 : USE RULES AND ALERTS
Establish “Rules” to help with sorting
email into particular folders.
This is an automatic declutter of your In Box
Most email programs, such as Outlook and Gmail,
allow you to establish “Rules” to help with sorting
email into particular folders.
Once you have set up your
folders in your outlook and categorised these.
Next step is to set up rules for these folders.
For instance, you might get several emails from
a specific person / company.
Example – an important newsletter
You want to read to keep up to date with current fashion trends and products
but you don’t want them to clutter your Inbox.
This is where you could set up a Rule in your email
program that moves emails with “Newsletter name”
in the subject line straight to the “Same named” folder as soon as
they come in. This frees up your time from filing these emails,
and allows you to keep all of the updates and emails in one area
NO 5: UNSUBSCRIBE! UNSUBSCRIBE!
Don’t stay on lists that are not helping you.
Be particular about the newsletter lists you sign up
for and remain on.
The lists you should be on are the ones that benefit
you in some shape or form.
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