Tips for better Email Management

Email is an incredibly useful communication tool in todays Business. If used inappropriately, it will be having a negative impact on productivity.

Follow some simple tips for managing emails effectively

Aim for “Zero-Unread mails”. This can be achieved by regularly taking action, deleting, delegating and archiving.

1. Check Inbox
2. Read your emails
3. Prioritize the mails
4. Action
5. Delegate

Important messages – Take action or reply immediately. Don’t keep mails to reply at a later stage. Replying at the same will save time, instead of reading the mails again and again while replying later.

If the mails are to be forwarded to someone else for action or reply, do it right away.

If it is a lengthy process to take action or you are in the middle of some other urgent task, flag it and move to action folder. Take action as soon as you complete your current task

If mails are only Cc’d or “FYI” messages, read it and move to a folder called “Reference/Information mails” if required for future reference. Otherwise delete it.

If the mails are not urgent or only for reference, can be moved to a folder “To be read” and can be read at a later stage.

Do’s

• Organizing your inbox by creating required folders. For example: folders for different projects, Management, Co-workers, Action, To be read, Reference etc.
• Make Use of rules to automate filing of emails
• Use categories for organizing mails.
• Clean your inbox by deleting all unrequired emails
• Unsubscribe from daily deals emails or marketing notifications.
• Unsubscribe from email notifications for social networks. You will find out when you check them.
• Set up out-of-office replies.

Don’ts

• Don’t use email for instant messaging or like chat box.
• Don’t use “Reply All” unless it is required. 
• Don’t forward the same mail, if they are already in the email loop.