Managing Your E-mail

 

Ricardo Harvin
E-mail Questions for Tech Tools to techtools@uschamber.com.

 

Failure to manage your e-mail inbox properly can mean missing important information and falling behind on the things you need to do. Here are a few simple steps you can follow to stay on top of what can easily become an overwhelming task:

 

Prioritize. Not all messages are equal. Flag e-mails based on their importance and respond to them accordingly. Some may require that you respond relatively quickly-if not immediately-while others can wait a few hours or even a day or two (or more).

 

Most e-mail programs will not only let you set different types of flags on messages, but they will also allow you to sort your mail by flag type.

 

As each e-mail exchange is concluded, make sure to reset those priority flags accordingly so that you'll be able to see at a glance which items still need attention and which have been resolved.

 

You don't have to flag messages that don't require an action, but you should immediately move those out of your inbox and, if appropriate, store them separately for informational or reference purposes.

 

Organize. Looking at an inbox filled with hundreds of e-mails may be the main reason why people find managing their messages to be such a daunting task. Creating folders for different types of e-mail and filing messages as they come in can keep your main inbox folder relatively clear and make it easier to find a specific message.

 

For example, you can create separate folders for projects you're working on, internal business communications, specific people, and newsletters or other electronic subscriptions.

 

Archive. E-mail helps you keep records for future reference. When a project or e-mail exchange is completed, be sure to archive those communications in a place where you can easily access them.

 

For data security purposes, don't keep the only copy of your archive on your hard drive in case that fails, which is all too common. One option is to use an external drive that connects directly to your computer.

 

However you choose to store old messages, they should be filed in a way that's logical and easy to understand. It doesn't help to have an archive if you can't find information when you need it.

 

Backing up your archive is also essential, and doing so should be part of your standard disaster recovery plan.

 

E-mail is a pivotal part of modern communications. Practicing these tips can help you manage and control the flow no matter how relentless it gets and keep you from drowning.