Is your inbox flooded with thousands of emails that come in faster than you can delete them? Do you find that a quick visit to check the inbox leads to an instant overload of your senses? Sometimes losing hours of needed work time? Do you often look at the clock and wonder where the day has gone?
If you answered yes to any of those questions, then it is time to begin managing email communication, rather than letting it manage you!
With some simple adjustments, you will become more efficient, effective and productive.
- Help readers focus on the your message by making subject lines specific and using prefixes and suffixes to communicate your purpose.
- Compose succinct text using bullets, headers and short paragraphs.
- Send fewer, better-targeted emails by reducing the use of CC, Reply to All, and Forward.
- Identify the people with whom you share the most email and discuss these techniques with them.
- Use rules and subfolders within your inbox to automatically route and organize messages.
- Turn off all visual and auditory new mail alerts.
- Set your program to bring in new mail every 2 or 3 hours instead of “As they arrive”.
- Unsubscribe from all email lists that you don’t read at least 75% of the time.
- Spend 5 minutes a week to manually block mail you don’t want (but which slips through your spam filter) by adding them to your “Block sender” list.
- Easily view Threaded Conversations to see all the emails in a given discussion grouped in chronological order. View – Arrange by – Conversation; then click the square to reveal all the emails under each thread.