Have a look in your email inbox- the amount of messages do you have in there? A few hundred? A few thousand? Surprisingly, there are actually those who have accumulated thousands of emails within their inbox. If this is you, it’s probably a good time to have a look at how you are processing the incoming emails, and try to enhance the time spent on reading and addressing email actions.
Listed below are four steps you can start taking today, that can make an enormous difference in the amount of time you may spend on email related tasks. Effective email time management starts at this time!
Schedule Email Time – How many times a day are you interrupted from the “ding” that notifies you when a message is here inside your inbox? Also look at the variety of total interruptions you receive on a daily basis- from the telephone, people stopping in your desk or office, instant messaging, etc. Scheduling an hour per day to operate with the information received in your inbox (moving files to your reference folders, or undertaking the actions required of action emails) can easily make a big difference in the total amount you accomplish. Depending on the nature of the work, you might need to check your email more frequently for further pressing emails requiring actions immediately, but having at least one hour daily, specifically scheduled to handle what’s in the cloudhq safe and also to not allow phone calls or some other interruptions, is likely to make a huge difference.
If possible, don’t leave your email program running each day while you’re concentrating on something else. Each and every time you find out what email is originating in, you lose focus on what you’re working on and it also will take time to get it back. If you should check it frequently for urgent messages, just open it if you are in between projects, or awaiting something to boot up, etc.
All email could be considered either “reference” or “action” email. Statistics show us that learning how to do that will save you as much as 50 minutes daily on filing and finding information. That’s almost 7 hours a week, and worth the time it should take you to learn this procedure!
Reference Email: This is material that you receive inside your email that there is no need to accomplish a particular task with; but you would like to make it to help you make reference to it later on. You need to store these in email folders, within the My Documents section of your computer, or in paper form within file cabinets.
Action Email: This can be data that you use to completely complete an action. You need what is incorporated in the email to undertake the action. This information is normally saved on a to-do list, a calendar, or in a project management system.
It may be very difficult to resist the temptation to open up emails in a random order- based upon what looks most interesting to you personally while you open your inbox up! Systematically working through the emails one-by-one, starting from the best, is a much better approach and definately will increase productivity and reduce time invested in email related tasks. Use your email program to arrange emails by date, so the oldest or most recent emails are near the top of the list.
If you’ve got a backlog of emails in your inbox to function through, you will want to schedule blocks of time to get through them- organizing reference information and addressing actions. Eventually, you will be able to remove your inbox of the older information and merely work on an everyday set of emails, one at a time.
Have you been constantly opening and reading the identical email messages repeatedly- and marking them “as new” again to refer back to later since you just aren’t sure what to do with it at the moment? The reference/action classification will allow you to using that; as will the four D’s of Making Decisions model.
Handling email once is a lot more efficient, and will boost your productivity. Making a choice the very first time you open your email is paramount to effective personal time management. You might have four choices to pick from applying this model of tqbegw making, including:
If you have already a backlog of emails, just reserve larger chunks of your time to begin getting with the old messages. Start every day having an hour of email time, dealing with your newest received emails, and then schedule additional time to go through the existing emails. Before you realize it, you will end up working with daily messages only- and enjoying your newfound email productivity!