Top ten ways to handle email overload
| Category: Top 10 Tips | Date: 2002-05-30 |
One of the biggest problems we face today is handling large quantities of information. Our technology and access to information is impressive but its a double-edged sword. It fills our minds and our lives with clutter.
The challenge is to sort, filter, organize, discard and assimilate the massive amounts of data were exposed to on a daily basis.
On an average day I receive over 150 emails--some days as many as 500. Its easy to get overwhelmed. So what are we to do? Here are a few things Ive found to help me manage my inbox better.
1. Dont Check Mail Every Few Minutes
This is a tough one for me, but its much more efficient and youll stay more focused on your current work if youre not constantly checking for new mail.
If you have a direct connection and your mail is delivered automatically, you can still wait to respond every two hours or so. By assigning a specific time to read and reply, youll definitely gain efficiency.
2. Flag Messages for Later Action
My wife thinks I go a bit overboard with this feature, but its the only way I can keep track of the messages that need attention but cant deal with right away.
My program (MS Outlook) allows me to set the action and the time and date of the reminder. You can still procrastinate, but at least you know which ones and how many youre avoiding.
3. Use Folders
Most email programs allow you to create folders (and even subfolders) to sort your mail. This usually makes finding messages much easier.
A small down side--at least for MS Outlook--is that your flagged messages will no longer give you reminders if youve filed the message in a folder other than your inbox.
4. Set up Rules
Most good email programs will allow you to automatically sort your email as it comes in. This is done based on a set of criteria you establish such as the content, the senders email address, the address to which its sent, etc.
You can do this by color-coding the email or by sending it to a particular folder--even the deleted items folder.
5. Deal with Similar Responses All At Once
By sorting your mail using the methods described above, you can now deal with similar messages all at once. You save time by not having to look up the same info all over again.
6. Templates
If your email client allows you to create templates, use them. Theyll save you oodles of time for those responses that require the same or similar information on a regular basis.
Just create your new message based upon your pre-established template and edit as needed.
You can also set up sig files (see below) and use them as boilerplate responses or mini-templates.
7. Cut, Copy, Paste
One of the most powerful features of todays operating systems and office suites is the ability to cut and paste--sometimes multiple pieces--of information to transfer from one document to another. Save the typing time. Copy from other documents and paste into email.
If you dont know how to use this feature, learn today. Youll wonder how you got by without it.
8. Make Heavy Use of the Delete Key
Hardly anything can free up your inbox more than deleting email you dont want. Hitting the delete key or delete button is the best way to dump data.
9. Signature Files
I use different signatures for different parts of my business--five or six of them, in fact. I also create them for boilerplate paragraphs to insert common responses into my messages. Its very powerful.
10. Customize Your Program
Most people use only 20-30% of a programs capability. Take this up to even 50% and youll marvel at your added efficiency. Investing some time in learning more of the features of your email program and then customizing it to work the way YOU want it to will pay big dividends.
Related Article (short): Do You Suffer from Information Overload? http://successnet.org/overload.htm
About the Author
Copyright 2001 Michael Angier & Success Networks International.
Michael Angier is the founder and president of Success Networks. Success Nets mission is to inform, inspire and empower people to be their best--personally and professionally. Download their free eBooklet, KEYS TO PERSONAL EFFECTIVENESS from http://www.SuccessNet.org/keys.htm. Free subscriptions, memberships, books and SuccessMark Cards are available at SuccessNet.org
success@successnet.org
http://www.SuccessNet.org
The challenge is to sort, filter, organize, discard and assimilate the massive amounts of data were exposed to on a daily basis.
On an average day I receive over 150 emails--some days as many as 500. Its easy to get overwhelmed. So what are we to do? Here are a few things Ive found to help me manage my inbox better.
1. Dont Check Mail Every Few Minutes
This is a tough one for me, but its much more efficient and youll stay more focused on your current work if youre not constantly checking for new mail.
If you have a direct connection and your mail is delivered automatically, you can still wait to respond every two hours or so. By assigning a specific time to read and reply, youll definitely gain efficiency.
2. Flag Messages for Later Action
My wife thinks I go a bit overboard with this feature, but its the only way I can keep track of the messages that need attention but cant deal with right away.
My program (MS Outlook) allows me to set the action and the time and date of the reminder. You can still procrastinate, but at least you know which ones and how many youre avoiding.
3. Use Folders
Most email programs allow you to create folders (and even subfolders) to sort your mail. This usually makes finding messages much easier.
A small down side--at least for MS Outlook--is that your flagged messages will no longer give you reminders if youve filed the message in a folder other than your inbox.
4. Set up Rules
Most good email programs will allow you to automatically sort your email as it comes in. This is done based on a set of criteria you establish such as the content, the senders email address, the address to which its sent, etc.
You can do this by color-coding the email or by sending it to a particular folder--even the deleted items folder.
5. Deal with Similar Responses All At Once
By sorting your mail using the methods described above, you can now deal with similar messages all at once. You save time by not having to look up the same info all over again.
6. Templates
If your email client allows you to create templates, use them. Theyll save you oodles of time for those responses that require the same or similar information on a regular basis.
Just create your new message based upon your pre-established template and edit as needed.
You can also set up sig files (see below) and use them as boilerplate responses or mini-templates.
7. Cut, Copy, Paste
One of the most powerful features of todays operating systems and office suites is the ability to cut and paste--sometimes multiple pieces--of information to transfer from one document to another. Save the typing time. Copy from other documents and paste into email.
If you dont know how to use this feature, learn today. Youll wonder how you got by without it.
8. Make Heavy Use of the Delete Key
Hardly anything can free up your inbox more than deleting email you dont want. Hitting the delete key or delete button is the best way to dump data.
9. Signature Files
I use different signatures for different parts of my business--five or six of them, in fact. I also create them for boilerplate paragraphs to insert common responses into my messages. Its very powerful.
10. Customize Your Program
Most people use only 20-30% of a programs capability. Take this up to even 50% and youll marvel at your added efficiency. Investing some time in learning more of the features of your email program and then customizing it to work the way YOU want it to will pay big dividends.
Related Article (short): Do You Suffer from Information Overload? http://successnet.org/overload.htm
About the Author
Copyright 2001 Michael Angier & Success Networks International.
Michael Angier is the founder and president of Success Networks. Success Nets mission is to inform, inspire and empower people to be their best--personally and professionally. Download their free eBooklet, KEYS TO PERSONAL EFFECTIVENESS from http://www.SuccessNet.org/keys.htm. Free subscriptions, memberships, books and SuccessMark Cards are available at SuccessNet.org
success@successnet.org
http://www.SuccessNet.org
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