Is your e-mail intimidating? Do you dread opening your inbox? Is your system constantly filled to capacity with messages from people you don’t know? In this era of text messaging and web based communication, e-mail remains a mainstay for most individuals and businesses alike.
Cheap worldwide instantaneous communication has opened up countless opportunities. It eliminates “phone tag,” helps maintain a “paper” trail and allows us to communicate on our own schedule. However, there is a downside: e-mail is an additional source of “clutter” and just like paper, it has to be controlled. Many people have discovered that instead of freeing them up to be more productive, e-mail can add to the massive load of information engulfing them daily. So, how do we tame that “e-mail beast” before it eats us alive? Consider these simple tips:
1. Create an electronic filing cabinet (analogous to a paper filing cabinet) using electronic folders for key categories.
• Make an “action folder” to track items needing attention and an “archive folder” for messages being maintained for historical or legal backup.
• Spend a little time setting up a filing system, and save yourself countless hours.
2. Schedule the same time twice a day to check your e-mail.
• Limit your time to answer e-mails and eliminate as many messages as possible immediately. Don’t let answering e-mail chew up valuable time!
3. Use filters, if your e-mail provider/software offers this option, to screen and file messages from specific sources directly into designated folders, thus saving time and eliminating your need to frequently search out important information.
• Directly filter or move unwanted spam and messages from unknown sources into a “deleted items” folder and delete immediately. Don’t risk corrupting your computer.
4. Avoid doing the “e-mail shuffle.” Once you read a message and respond, delete it or move it to your storage folders.
5. Reduce or eliminate forwarded jokes and stories. Ask the senders to remove you from their “joke list.” This isn’t being rude! Mention you’d like to receive personal messages but don’t have time for the jokes.
6. Every week, review one key folder and clean it out!
• Keep only active e-mail in this folder
• Delete or archive all inactive e-mail.
Now that your e-mail is organized, you can start thinking about those paper files!
Barbara Ricketts is a Certified Professional Organizer (CPO). If you need assistance to simplify, de-clutter and organize, contact her at MessDoctor@Mac.com or call 661-433-7263.