Flux Space

Manage your email before it manages you

Email is one of the most valuable time saver available in the business today. Imagine if every time you have received a message to a customer, supplier or employee, you had to pick-up the phone or meet in person. The time lost could be astronomical. Fortunately, e-mail allows us to save time potentially lost to the chatter and gossip which may occur as a result of talking on the phone or in person. But as long as e-mail can save for some it is a major distraction that actually causes loss of concentration and time for others.

Let's face it, with email being a simple and rapid communication, most people do not think twice before responding to emails as they arrive or sending a "small", notes on just about any what. But all these "quick" note can quickly accumulate. If you find that too much time in your day is lost to the e-mail following tips may help you to regain the precious time that should be saved by e-mail.

1. Set a schedule for reading and responding to emails. For Most business owners or employees, reading and responding to your emails at scheduled times at the beginning, middle and end of the day will prevent loss of concentration that can be caused by responding to email as it arrives. For some, it is vital to consult their email almost constantly throughout the day. If this is the case for you, only answer e-mails the most urgent and respond to those who are less emergency during your scheduled time to answer e-mail.

2. Develop a system for organizing e-mail. You can set your email to automatically sort for you based on certain conditions such that the sender or title. Some mail programs such as MS Outlook you can even color code your email, so you can classify them more effectively and to differentiate the important emails and not urgent.

3. Setting up an autoresponder for general inquiries to the customer. An answering machine you automatically reply to emails sent. This means that you can meet Frequently Asked automatically while for other applications, you can let the customer know that their message has been received and give them a deadline which you will respond to their inquiries.

4. Do not be afraid not to meet friends you send chain emails or jokes. If you do not have time to read and / or respond, just delete. Most people will not be offended does not receive a ha-ha, very funny e-mail in return.

5. If you have an administrative assistant, to enable them to sort your e-mail and send replies to those general smaller. An assistant can also check your e-mail throughout the day and inform you of everything that must be answered urgently. Servers Exchange support this method of saving time. If the wizard is not feasible for you because of space or monetary considerations, you may consider delegating this task to a virtual assistant.

6. If a significant number of your time is wasted sorting through unsolicited emails, if possible, increase the security of your e-mail. If this is not possible to perform a simple search on the Internet "stop spam" you should provide a selection of programs to reduce or eliminate spam.

Email was designed as a saving device time. Do not start your workday by going less effective. By organizing your email and setting specific deadlines for replying you can regain the time that was originally intended to be saved by e-mail.

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