When email was a novelty, only a few years ago, computer users were thrilled to find mail in their inbox. However, today, it’s easy to dread opening it up when it’s crammed full of junk mail, forwards and spam.
Besides cluttering your mailbox, excessive email can also rob workers of time. Instead of getting work done, they're pouring through countless messages, trying to respond to each one.
How can one manage email without ignoring well-meaning friends and business associates waiting for replies? Here are some tips for reclaiming control of emails…
- Keep the inbox as empty as possible - If mail isn't deleted as soon as it comes, it soon be overwhelmed with hundreds of messages.
- Designate a time for email - Rather than reading each email as it’s sent , designate a particular time of day devoted solely to reading and responding to email. Then, just as a secretary would sort regular mail into paper folders, sort email into folders. For example, assign a title of a box, such as “Cross-stitch email”, “Family emails”, etc.
- Include a message on signature – Go to tools – options - signature. Create a message such as, “I read email at 10 AM and 3 PM. If this is urgent, please call this cell number at _____”
- Use group distribution groups in moderation – Rather than replying to all, only get back on those message that are top priority. Repsonding to every sender results in getting more junk mail.
- Delete emails old emails – No need to clutter up an inbox if pertinent information is already recorded.
- Delete emails from unfamiliar senders
- Use email filters – Most email programs include a filtering program where email is automatically filed according to category.
- Unsubscribe to lists – . Most groups provide an opportunity to unsubscribe.
- Be assertive about forwards – It may be best to firmly, yet lovingly, tell friends and family not to send forwards, especially to work email address.
- Create Multiple Inboxes - Outlet Express allows users to create several inboxes. Having more than one mailbox helps divide mail up between business and personal mail.
Especially before going out of town, be sure to clean out the email on the internet provider's email web page. Otherwise, future emails may not be be delivered until it’s cleared out. Despite an overload of junk mail, one of those those unsendable message could be that one important email.
Once internet users control of their email, they're able to attend to those high priority messages, as well as increase work productivity. And, gone is the dread opening up an inbox.
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