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Posted by on Jul 29, 2015 in Blog, Tips & Clips |

5 Top Tips on Dealing with Email Overload

5 Top Tips on Dealing with Email Overload

NO 1: TURN OFF Auto NOTIFY

 

email overload image

 

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 

time for 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

 

DELETE

Skim subject lines and get rid of emails you don’t

need immediately.

 

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

  1. FOLLOW UP FOLDERS
  2. Claims to Make
  3. Correspondence to Complete ( Action folder)      eg    Items to enter into Bookkeeping Program eg: Xero/MYOB     Client Folder – To follow up /To Invoice
  4. Items to Read

REFERENCE FOLDERS – eg : BANKING

 

NO 3 : SCHEDULE TIME

8 minute blitz for blog

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

RULES

 

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!

email overload 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.

 

For more support go to:

 

www.paperclippo.com.au  Get started with our tips and blogs on getting organised

 

Join our Facebook page on http://www.facebook.com/PaperClipProfessionalOrganisers

 

or call or email Sue on

0402109007  e: info@paperclippo.com.auemail overload gold man

 

 

 

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