HANDLING E-MAIL OVERLOAD!

In this so called ‘age of communication’ why is it we seem to actually be communicating less? Excuses include: “I’m so busy I don’t get time to read all my emails” or “I get 300 emails a day”!

So here’s my 15 mins ‘Start Of The Day’ routine to help manage your Email Overload!

Rule #1 – DELETE DELETE DELETE!

Before you do anything, turn on the computer and open your email program ONLY. No Facebook, Twitter, Instagram – JUST your email. While you grab a cup of tea/coffee/juice let all the messages come in.

Rule #2 – UNSUBSCRIBE

?From the top, start deleting stuff you subscribed to and rarely read – better still UNSUBSCRIBE (as long as it’s a legit email and not something from a spammer.) In which case mark it as JUNK and delete from your inbox.

Rule #3 – REPLY IMMEDIATELY

Try and answer ALL emails as soon as you read them – even just a simple… “might be better if we chatted on the phone – will call later ok?” – or a simple/courteous “Thanks for this! – Talk soon.”

If an email doesn’t require your immediate response – or the reply can wait until you have some other info to get for the emailer, REPLY… “Thanks – back to you soon!” then mark it as UNREAD – you can also set it for a follow up same day, next day, next week even (be careful with that one!) but make sure you FOLLOW UP!

And last but not least – If you have some very important follow ups to do, put a reminder in your calendar – whether that be on the phone or your computer or… *GASP* a notepad on your desk!

Then… guess what? CLOSE YOUR EMAIL PROGRAM NOW!

Yep – don’t open it until after you come back from lunch (or dinner etc depending on your work hours)

Now you can start your day knowing all you need to know from anyone OUTSIDE your work environment happy in the knowledge you have at least ‘COMMUNICATED’ with them, even if it’s a ‘I’ll get back to you’ reply.

Meantime - have a great day!??