Tips for managing incoming email

Friends, colleagues, and clients tell me that one of their biggest challenges is trying to manage email overload. They say that everyone wants something from them and therefore they are buried in email. Is this a fight for you? If so, here are some tips that will save you time reading and receiving email.

1. Limit personal email at work.

Yes, this may seem like a drastic step, but it will help you stay focused on priorities so you can get your work done and then spend time doing the things that matter most to you.

2. Use a spam program.

Your employer or ISP may already cover this, but if you’re running your own system, you’ll want a spam blocker to help minimize spam as much as possible. (Advice: PC world rates Cloudmark’s SpamNet as one of the best).

3. Use folders to store email.

Your inbox is not a storage facility, it is for incoming mail. Create folders within your email program that “mirror” the folders you use to store hard copies in your office/work area.

4. Change the subject of emails to summarize their content.

Make it easy to find any email you decide to keep by changing the subject line. For example: If you receive an email with the subject “Update” and it turns out to be a request for you to send someone an update, change the subject to “Send John Doe Product Update 8/29/05”. This functionality is available in most email programs.

5. Limit the frequency with which you check and process incoming email to 2-3 times per day.

Choose times other than when you are most focused, creative, or full of energy.

6. As a general rule of thumb, separate the task of “processing” your incoming email from “working” on your email.

Exception: If you can reply or forward an email in a minute or two, do so and then delete it. Otherwise, save the ask/answer/compose for a later work period.

7. Organize your email by “Received” order.

In other words, make sure you have set your inbox so that the most recent emails are at the top.

8. Empty your email inbox in five steps. That is how:

• Scan all emails and remove spam. It’s impossible to filter all spam, but you can learn to recognize it so you don’t waste time opening it or catching a virus. Common features include: a random series of numbers in the “From” address, “Subject” is followed by six spaces and then a number, or the subject ends with three exclamation points.
• Review the remaining emails from oldest to newest and in order of importance. Read the “high importance” and “to do” emails, then scan the “FYI’s” and “newsletter” emails.
• If an email contains information you want to refer to later: a) drag it to the appropriate email folder, or b) print it, delete it, and file the hard copy with similar material.
• If an email requires you to take an action: a) record the action on your calendar, then b) delete or archive it for future reference.
• If after reviewing an email you determine that it has no future value, delete it.

The volume of email you receive is not likely to decrease. In fact, Bill Gates, workweek and a host of other industry experts say email overload is a productivity drag. Try these techniques and don’t let electronic missives get you down.