How to Manage Email
Generate folders and files in which you can organize your messages., Label your messages according to their urgency so that you can refer back to them quickly., Set up your signature so you don't have to waste time typing it every time you compose...
Step-by-Step Guide
-
Step 1: Generate folders and files in which you can organize your messages.
The idea is to keep your inbox clear, so create folders that will file all the complete contents of your email, minus the junk. -
Step 2: Label your messages according to their urgency so that you can refer back to them quickly.
Make sure that you do use this tool accordingly, however, and that you don't just label them all "urgent" in an attempt to just push off dealing with them to another time.
Doing so will just defeat the purpose of managing your email in the first place. , Besides the obvious information, such as your position and address, make sure that your signature also includes a website or blog, should you have them. , Create groups in advance, and where necessary, by dividing your contacts into groups also. , This habit will make you more productive during the day, as long as you take that time to actively deal with all the email you receive, whether that means responding to certain emails or deleting them.
Checking your email at specific times will ensure that you respond to them in a group. , Ideally, you want to browse your email subject lines to determine which emails can be deleted without reading them.
This would include junk email and obvious spam.
Filtering your messages in this manner will make it less daunting dealing with the remaining new messages. , Take 1 email at a time and deal with it then and there, if possible.
You don't want to leave emails until later or read all your emails before going back and responding to them. , Not only will this make the process of email management easier but it will be beneficial to the respondent of your message, especially if that person is equally overwhelmed.
Therefore, when writing a brief email, make sure you stick to the point and narrow your message down to the essentials. -
Step 3: Set up your signature so you don't have to waste time typing it every time you compose an email.
-
Step 4: Organize your email address book
-
Step 5: and include everyone you will contact on a regular basis
-
Step 6: whether they are associated to your business or are just personal contacts.
-
Step 7: Set aside a specific time or 2 in the day for when you check your email.
-
Step 8: Delete unwanted email immediately.
-
Step 9: Try to answer your emails as soon as you read them if you want an organized inbox.
-
Step 10: Remain brief in your responses
-
Step 11: if possible.
Detailed Guide
The idea is to keep your inbox clear, so create folders that will file all the complete contents of your email, minus the junk.
Make sure that you do use this tool accordingly, however, and that you don't just label them all "urgent" in an attempt to just push off dealing with them to another time.
Doing so will just defeat the purpose of managing your email in the first place. , Besides the obvious information, such as your position and address, make sure that your signature also includes a website or blog, should you have them. , Create groups in advance, and where necessary, by dividing your contacts into groups also. , This habit will make you more productive during the day, as long as you take that time to actively deal with all the email you receive, whether that means responding to certain emails or deleting them.
Checking your email at specific times will ensure that you respond to them in a group. , Ideally, you want to browse your email subject lines to determine which emails can be deleted without reading them.
This would include junk email and obvious spam.
Filtering your messages in this manner will make it less daunting dealing with the remaining new messages. , Take 1 email at a time and deal with it then and there, if possible.
You don't want to leave emails until later or read all your emails before going back and responding to them. , Not only will this make the process of email management easier but it will be beneficial to the respondent of your message, especially if that person is equally overwhelmed.
Therefore, when writing a brief email, make sure you stick to the point and narrow your message down to the essentials.
About the Author
Kelly Sullivan
Professional writer focused on creating easy-to-follow pet care tutorials.
Rate This Guide
How helpful was this guide? Click to rate: