How to Organize and Get a Handle On Your Email

Published on: Author: Anne Langton

It’s a fact of life…that daily constant inflow of material that enters our INBOX incessantly. A productivity study done by Microsoft found that the average US office worker receives 56 emails per day causing the average person  to spend over 1 hour per day managing, responding or searching those emails.  Admittedly we cannot stop the march of the emails but here are some ways to make it a bit more manageable.

1. UNSUBSCRIBE TO JUNK MAIL.

This may be tedious in the beginning but eventually it does reap benefits.  As soon as you see an ad from that catalogue company, scroll down to the bottom of the email and click on “unsubscribe”. One can only get a defeated feeling when seeing “102” emails pour into your Inbox.  Getting rid of unwanted junk mail helps ease this a tad.

2.  TWO MINUTE RULE

Don’t get trapped into long responses.  Respond quickly…2 minutes or less and if that is not possible move the email to a folder marked “ACTION” for when you have more time

3.  DELETE FRIVOLOUS EMAIL

The Email Police do not check to make sure you have read every joke and chain letter that you are sent AND you certainly will not be brought up on charges if you hit that DELETE button.  Delete without guilt!

4.  CHECK EMAIL ONLY 1 OR 2 TIMES PER DAY

This can be difficult but the less time allotted to email management the more efficient we tend to be.

5. EMPTY INBOX EVERY DAY

Just as there is a psychological benefit of beginning the work day with a clean desk, true also is the clear inbox.  A clutter free environment does breed clarity of the mind.  But before you begin your rant about how you could NEVER do this…I have two secret weapons…the ACTION FOLDER and the WAITING FOLDER….and I use them!  Just remember to circle back to process them as part of your email management system