5 Top Tips on Dealing with Email Overload
Do you and your team find email overload is your biggest time waster during your day?
Here are some easy tips to put into practice right away to start to take back control of your inbox.
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 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.
Categorise these folders, just like you would with paper folders.
Eg: ACTION FOLDER
NO 3 : SCHEDULE TIME
In order to keep on top of your emails to action you need to schedule time.
“what gets scheduled gets done!”
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
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” and it will directly into the folder set up.
NO 5: UNSUBSCRIBE! UNSUBSCRIBE!
Don’t stay on lists that are not serving you. Be particular about the newsletter lists you sign up
for and remain on.
For more support, workshops and practical hands on sessions for individuals and teams contact me
Let me help you take back control and reclaim your time so you can find time to do important tasks and doing the things you love to do.
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