Have a look in your email inbox- the amount of messages have you got in there? Several hundred? Several thousand? Surprisingly, you will find those who have accumulated thousands of emails in their inbox. If this is you, it’s probably a good time to take a look at how you are processing the incoming emails, and try to increase the time spent on reading and responding to email actions.
Here are four steps you could start taking today, that can make a massive difference in how much time you may spend on email related tasks. Effective email personal time management starts today!
Schedule Email Time – How frequently a day are you currently interrupted through the “ding” that notifies you when a message is here inside your inbox? Also think about the variety of total interruptions you receive on a daily basis- through the telephone, people stopping at the desk or office, instant messaging, etc. Scheduling an hour daily to work with the information received inside your inbox (moving files for your reference folders, or performing the actions required of action emails) can create a massive difference in the sum you accomplish. Depending on the nature of your own work, you may have to look at your email more often for additional pressing emails requiring actions right away, but having at least one hour per day, specifically scheduled to handle what’s in the free schedule email as well as not allow calls or some other interruptions, can make an enormous difference.
If possible, don’t leave your email program running during the day while you’re concentrating on something else. Every time you find out what email is originating in, you lose concentrate on what you’re focusing on and it will take time to get it back. If you must check it frequently for urgent messages, just open it up when you find yourself in between projects, or awaiting something to boot up, etc.
All email may be classified as either “reference” or “action” email. Statistics show us that figuring out how to do that can save you approximately 50 minutes each day on filing and finding information. That’s almost 7 hours per week, and worth the time it will require you to definitely learn this technique!
Reference Email: This is material that you get within your email that you do not have to perform a certain task with; but you would like to ensure that it stays so you can reference it at a later time. You have to store these in email folders, in the My Documents part of your pc, or even in paper form within file cabinets.
Action Email: This is data that you use to actually complete an action. You need what is within the email to handle the action. This info is normally saved over a to-do list, a calendar, or in a project management system.
It could be extremely hard to face up to 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 dealing with the emails one at a time, beginning with the best, is a much better approach and will increase productivity and decrease time spent on email related tasks. Make use of email program to arrange emails by date, so the oldest or most current emails are at the top of this list.
If you’ve got a backlog of emails within your inbox to function through, you should schedule blocks of energy to get through them- organizing reference information and answering actions. Eventually, you will be able to remove from the inbox in the older information and merely work with a daily listing of emails, one at a time.
Are you constantly opening and reading the same email messages repeatedly- and marking them “as new” again to refer to later since you just aren’t sure what to do with it currently? The reference/action classification can help you with that; as will the four D’s of Making Decisions model.
Handling email once is more efficient, and can boost your productivity. Making a decision the first time you open your email is paramount to effective time management. You may have four choices from which to choose using this style of tqbegw making, including:
If you currently have a backlog of emails, just set aside larger chunks of energy to start getting through the old messages. Start every day having an hour of email time, working through your newest received emails, then schedule additional time to endure the existing emails. Before very long, you will end up working with daily messages only- and enjoying your newfound email productivity!