Managing emails

A critical issue for many of us wanting to improve  individual productivity is how we manage emails . . . e mail on the move ( smart phones etc) ,their sheer volume etc, force many of us to spend significant time (actually a large part of our work time) just processing emails( processing =reading,replying,acting..)

Here is a short list of what can make a difference, based on an analysis of what multiple experts have to say

• Open your email software only during specific times ..Allocate specific times of the day when you would respond to emails
• Attempt NOT to process any email twice. Here are some choices that you can do with an email you receive
• If it is just for information, read and delete/file
• If needs to be acted on by some else please forward.
• Please use TASKS or email reminders ( I am assuming you are using Microsoft Outlook) so that due dates and reminders are automatically set
• Do the same even if it requires action by you
• Clean up mailing lists you subscribe to
• Subscribe to digests as much as possible
• Establish rules to move these mails to specified folders
• Allot specific time to read/circulate/delete
• Review list periodically to take chaning interests and focus into account
• Establish mechanisms that will allow you to retreive quickly
• A systematic folder structure
• Use folder names starting with a numerical ( 0,1, 1.1 etc) to create a hierarchy for filing
• If possible establish a good search engine to index and search your mail ( e.g. google desk top)
• Analyse email habits and patterns ( heard of a tool called xobni)
• Ensure that you show discipline in sending out email
• Have a clear subject line
• Put in appropriate tags and reminders so that the recepient knows ( for information/for action..)

Inbox zero
Provides some interesting insights on email productivity

Do you have any best practices that you want to share?