Top Ten Ways to Handle Email Overload
By Michael Angier
One of the biggest problems we face today is handling large quantities of
information. Our technology and access to information is impressive but it's a
double-edged sword. It fills our minds and our lives with clutter.
The challenge is to sort, filter, organize, discard and assimilate the
massive amounts of data we're exposed to on a daily basis.
On an average day I receive over 150 emails--some days as many as 500. It's
easy to get overwhelmed. So what are we to do? Here are a few things I've found
to help me manage my Inbox better.
1. Don't Check Mail Every Few Minutes
This is a tough one for me, but it's much more efficient and you'll stay more
focused on your current work if you're not constantly checking for new mail.
If you have a direct connection and your mail is delivered automatically, you
can still wait to respond every two hours or so. By assigning a specific time to
read and reply, you'll definitely gain efficiency.
2. Flag Messages for Later Action
My wife thinks I go a bit overboard with this feature, but it's the only way I
can keep track of the messages that need attention but can't deal with right
away.
My program (MS Outlook) allows me to set the action and the time and date of
the reminder. You can still procrastinate, but at least you know which ones and
how many you're avoiding.
3. Use Folders
Most email programs allow you to create folders (and even subfolders) to sort
your mail. This usually makes finding messages much easier.
A small down side--at least for MS Outlook--is that your flagged messages
will no longer give you reminders if you've filed the message in a folder other
than your inbox.
4. Set up Rules
Most good email programs will allow you to automatically sort your email as it
comes in. This is done based on a set of criteria you establish such as the
content, the sender's email address, the address to which it's sent, etc.
You can do this by colour-coding the email or by sending it to a particular
folder--even the deleted items folder.
5. Deal with Similar Responses All At Once
By sorting your mail using the methods described above, you can now deal with
similar messages all at once. You save time by not having to look up the same
info all over again.
6. Templates
If your email client allows you to create templates, use them. They'll save you
oodles of time for those responses that require the same or similar information
on a regular basis.
Just create your new message based upon your pre-established template and
edit as needed.
You can also set up sig files (see below) and use them as boilerplate
responses or mini-templates.
7. Cut, Copy, Paste
One of the most powerful features of today's operating systems and office suites
is the ability to cut and paste--sometimes multiple pieces--of information to
transfer from one document to another. Save the typing time. Copy from other
documents and paste into email.
If you don't know how to use this feature, learn today. You'll wonder how you
got by without it.
8. Make Heavy Use of the Delete Key
Hardly anything can free up your Inbox more than deleting email you don't want.
Hitting the delete key or delete button is the best way to dump data.
9. Signature Files
I use different signatures for different parts of my business--five or six of
them, in fact. I also create them for boilerplate paragraphs to insert common
responses into my messages. It's very powerful.
10. Customize Your Program
Most people use only 20-30% of a program's capability. Take this up to even 50%
and you'll marvel at your added efficiency. Investing some time in learning more
of the features of your email program and then customizing it to work the way
YOU want will pay big dividends.
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