The typical business e-mail user sends and received 110 messages each day and managing that volume can be a challenge. Dealing with e-mail is only one of the many tasks we have to accomplish each day, though there are days where it seems like that's all we do. Reading and responding to e-mail can take valuable time away from tasks that you need to complete and breaking your concentration to respond to the latest e-mail "emergency" is detrimental to both your efficiency and the quality of your work. Optimizing your e-mail includes establishing time management practices for dealing with incoming messages and setting rules for yourself about outgoing e-mail can save you (and those with whom you exchange messages) time and effort.
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Some tips for optimizing your e-mail which will put you in control of your inbox include:
Set a schedule for checking our inbox at set intervals during the day and then stick to that schedule. Turn off e-mail notifications (pop-up messages, sound and vibrate alerts) or, better yet, close your email program when you're finished checking and responding to messages. While it might seem impossible to disconnect from e-mail, you'll find that you're more productive doing this than jumping over to read and answer every message throughout the day. Work toward it slowly if necessary. If you currently check e-mail every five minutes, stretch that interval to 60 minutes, and then 2 hours, working toward a schedule of a few times each day.
Don't procrastinate. During your designated e-mail time organize your e-mail. Read, respond to and delete messages right away whenever you can. Leaving messages for "next time" just leads to a backlog of unread and unanswered messages. Those messages that take more than 2 minutes to be dealt with should be moved to an Action Folder.
Using Filters and Folders to organize new e-mails is a great way to manage your incoming messages and reduce the number of messages in your inbox. Filters (or Rules, as they're called in Outlook) allow you to optimize your e-mail as you download and send messages to folders set up for specific topics or contacts. For example, you can create a filter and folder to direct messages from contacts who send e-mail frequently. Messages related to clients or individual projects can be filtered based on their senders or subject lines.
Determine the maximum number of e-mails that you will allow to collect in the inbox. Once this quantity has collected, your priority task for the day will be processing your e-mails so that you are back in control. Better yet, empty your inbox during each of the scheduled times set aside for processing e-mail. Leaving the messages in the inbox transforms it into an often disorganized to-do list; use folders to organize e-mail into categories such as Action, Follow-Up, Read Later, etc.
Eliminate SPAM. Like paper junk mail, sorting through junk e-mail wastes valuable time. Be sure to utilize your e-mail provider's SPAM blocking tool and opt-out of e-mail promotions for products and services you don't use. You know where to find vendors if you need them.
The techniques you use to send and reply to messages is just as important as how you manage incoming e-mail. Focus on efficiency in crafting messages and responses and follow a few simple e-mail etiquette rules to make your e-mail time more productive, as well as that of those who receive messages from you.
Get to the point. The single best way to optimize e-mail and to improve productivity is to structure e-mail messages that are both clear and concise. Use bullet points and short paragraphs for a quick read, identify the next steps and focus on only one subject.
Always check the distribution list before forwarding a message to be sure that the individual to whom you are sending the e-mail hasn't already received it.
Avoid sending one word responses like "Thanks" or "Great" to messages that you receive; these are time wasters for the recipient. He/she will need to spend a few seconds opening the message and while there is no need to respond may be tempted to do so.
Create a meaningful, detailed subject line and include an action verb. Sometimes the entire message can be communicated in the subject line. If the subject of the message changes along the way, edit the subject line accordingly before responding. Don't re-use old messages simply because they include the e-mail addresses you need. If you do this and don't update the subject line or delete old contents, this can cause confusion for recipients, who may not realize you're sending a new message.
Consider whether a phone call is more efficient. E-mail is best suited to brief, concise communication. Complex issues that result in lengthy chains of long e-mail messages are most likely better addressed with a phone call or face-to-face meeting. Last-minute notices, such as cancelling a meeting, should always be communicated by phone; don't assume that colleagues will get an e-mail message in time to reschedule (they may be employing the "check e-mail on a schedule" recommendation!).
Remember that this is business communication. Use proper spelling and grammar in your e-mail messages. While it's tempting to use "texting language" and abbreviate words and phrases, e-mail messages should be written with the same care and attention as you would give to a business letter.
Stephanie Shalofsky is a New York Professional Organizer and the founder of The Organizing Zone. Using her extensive project management experience and organizational abilities, Stephanie is dedicated to helping residential and business clients manage their paper and computer information, time and space so that they can be more productive.
Getting your office and home organized not only gives you peace of mind, it reduces stress and facilitates increased productivity, saving you time and money. An organized work and personal life takes the guesswork out of everyday tasks, leaving you with more time to focus on what's important to you.
Tired of being civil servants, wanted to be a boss, it's time to learn the business, READ THIS...
Some tips for optimizing your e-mail which will put you in control of your inbox include:
Set a schedule for checking our inbox at set intervals during the day and then stick to that schedule. Turn off e-mail notifications (pop-up messages, sound and vibrate alerts) or, better yet, close your email program when you're finished checking and responding to messages. While it might seem impossible to disconnect from e-mail, you'll find that you're more productive doing this than jumping over to read and answer every message throughout the day. Work toward it slowly if necessary. If you currently check e-mail every five minutes, stretch that interval to 60 minutes, and then 2 hours, working toward a schedule of a few times each day.
Don't procrastinate. During your designated e-mail time organize your e-mail. Read, respond to and delete messages right away whenever you can. Leaving messages for "next time" just leads to a backlog of unread and unanswered messages. Those messages that take more than 2 minutes to be dealt with should be moved to an Action Folder.
Using Filters and Folders to organize new e-mails is a great way to manage your incoming messages and reduce the number of messages in your inbox. Filters (or Rules, as they're called in Outlook) allow you to optimize your e-mail as you download and send messages to folders set up for specific topics or contacts. For example, you can create a filter and folder to direct messages from contacts who send e-mail frequently. Messages related to clients or individual projects can be filtered based on their senders or subject lines.
Determine the maximum number of e-mails that you will allow to collect in the inbox. Once this quantity has collected, your priority task for the day will be processing your e-mails so that you are back in control. Better yet, empty your inbox during each of the scheduled times set aside for processing e-mail. Leaving the messages in the inbox transforms it into an often disorganized to-do list; use folders to organize e-mail into categories such as Action, Follow-Up, Read Later, etc.
Eliminate SPAM. Like paper junk mail, sorting through junk e-mail wastes valuable time. Be sure to utilize your e-mail provider's SPAM blocking tool and opt-out of e-mail promotions for products and services you don't use. You know where to find vendors if you need them.
The techniques you use to send and reply to messages is just as important as how you manage incoming e-mail. Focus on efficiency in crafting messages and responses and follow a few simple e-mail etiquette rules to make your e-mail time more productive, as well as that of those who receive messages from you.
Get to the point. The single best way to optimize e-mail and to improve productivity is to structure e-mail messages that are both clear and concise. Use bullet points and short paragraphs for a quick read, identify the next steps and focus on only one subject.
Always check the distribution list before forwarding a message to be sure that the individual to whom you are sending the e-mail hasn't already received it.
Avoid sending one word responses like "Thanks" or "Great" to messages that you receive; these are time wasters for the recipient. He/she will need to spend a few seconds opening the message and while there is no need to respond may be tempted to do so.
Create a meaningful, detailed subject line and include an action verb. Sometimes the entire message can be communicated in the subject line. If the subject of the message changes along the way, edit the subject line accordingly before responding. Don't re-use old messages simply because they include the e-mail addresses you need. If you do this and don't update the subject line or delete old contents, this can cause confusion for recipients, who may not realize you're sending a new message.
Consider whether a phone call is more efficient. E-mail is best suited to brief, concise communication. Complex issues that result in lengthy chains of long e-mail messages are most likely better addressed with a phone call or face-to-face meeting. Last-minute notices, such as cancelling a meeting, should always be communicated by phone; don't assume that colleagues will get an e-mail message in time to reschedule (they may be employing the "check e-mail on a schedule" recommendation!).
Remember that this is business communication. Use proper spelling and grammar in your e-mail messages. While it's tempting to use "texting language" and abbreviate words and phrases, e-mail messages should be written with the same care and attention as you would give to a business letter.
Stephanie Shalofsky is a New York Professional Organizer and the founder of The Organizing Zone. Using her extensive project management experience and organizational abilities, Stephanie is dedicated to helping residential and business clients manage their paper and computer information, time and space so that they can be more productive.
Getting your office and home organized not only gives you peace of mind, it reduces stress and facilitates increased productivity, saving you time and money. An organized work and personal life takes the guesswork out of everyday tasks, leaving you with more time to focus on what's important to you.
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