Is your e-mail management as efficient as it could be? The use of e-mail is often viewed as a quick and easy method of communication. However with the amount of e-mails an individual receives each day it can soon become a very time consuming process. Listed below are a few guidelines to support you in making the most of e-mail as a communication tool.
Manage your Address Book
Ensure that your address book is in a chronological order. Having your contacts arranged in alphabetical order by surname, or grouped in terms of clients, means that it will speed up the process of finding the e-mail address that you need. Whilst this sounds trivial, it will make sending e-mails much quicker!
Have a Filing System
Ensuring that you have a filing system within your inbox may sound silly but it is very useful in that all your clients can be managed separately. Through having separate folders for each client you can manage your clients in a much more efficient manner. Whether it be searching for an e-mail with some important information regarding a meeting or an e-mail regarding a clients order, using a filing system will make it much easier to locate the e-mail.
Receive your E-mails on Multiple Devices and Save Time
As mentioned in previous e-mail management blogs, it is important that you allocate a certain time in the day for your e-mail management. Whenever it is that you decide to do so, whether it be at the end of the day or first thing in the morning, it is important that you are not using valuable office hours. Through receiving your e-mails on multiple devices, such as a smart phone or tablet, as well as your PC, it provides you with the ability to manage your e-mails on the move. So if you commute to work or to a client’s office using public transport, why not use this time to manage your e-mails?
Unsubscribe to Nuisance E-mails
With high levels of e-mails being received each day it is important to ensure that all the unimportant, nuisance e-mails are filtered out quickly. A number of e-mails individuals receive are often unimportant and deleted straight away. So to save time from having to continually delete these e-mails, unsubscribe from them! It may be that you subscribed to a newsletter months ago that was relevant to a project that you were working on; but why are you still receiving them now that the project is complete? Unsubscribe from those nuisance e-mails now!
Until next time,
Mike Gardner – The Time Doctor.