FROM THE BLOG
Get Out of Your Email Rut
Posted by Tarah Carlow on February 19, 2014
Did you know that more than 100 billion emails are sent and received each day in the US alone? Tame the chaos with these 5 simple steps:
1- First and foremost, create folders. If you are like me, my inbox has become an electronic junk drawer, which means I have to constantly waste time trying to find what I am looking for. The number of folders and how you name them are specific to your needs, but everyone should take the time to set these up. It is much easier to find an email on creating a website by looking into your “website” folder than it is to remember the date, time and person from whom the e-mail was sent.
2- Aim for only 20-ish items in your inbox. Conventional wisdom says a max of 20, but lets get realistic here- baby steps, right? What this means is that you can see your whole inbox without scrolling. Only current messages that you have yet to respond to or close out should remain in your inbox.
3- Schedule your reading. This may sound next to impossible but I have found it is the ONLY way to accomplish anything during the day. If you are in a profession like ours where communication and relationships are crucial, this will sound next to impossible but I suggest that everyone can find some sort of routine. Maybe you set your computer alarm and check emails every hour on the hour. I have found if its urgent and someone needs you, they will pick up the phone and call. Consistently staying on top of emails while on conference calls with clients, trying to write or work on a project only serves to stretch your valuable brain muscles so thin that you are not giving any of the tasks your all.
4- Organize by sender before you read. At the beginning of your reading session, sort by sender and eliminate any junk. This will also give you the opportunity to respond immediately to any VIP’s and prioritize the rest.
5- Be smart. If you can respond in 2 minutes or less, just do it and get it done. If it will require some thought and more time, just flag it and save for a window later in the day. If you feel like your response will lead to a long drawn-out email chain? Pick up the phone. It’s that simple. No one has time for all that- especially if there are multiple people on the email that will have to sift through all of the replies. Email is not suited for every FYI or discussion.
And remember….do as I say, not as I do.
Taking baby steps,
