Monday, January 9, 2012

Email Efficiency

Email Efficiency


It’s essential that you master this critical business tool and make it work of you.
You only have 24 hours a day. You need sleep, you need family time. Your work day cannot be totally consumed by email, can it?
We are amazed on how some people have over 150k emails and 90k are not even read. How their mailboxes are up to 24 gb in usage(24gb is really high)
Email is one of the most indispensable collaboration tools for any business. Email has become such an integral part of our lives that we can hardly imagine life without it. Using your email effectively, though, is not easy.
Here are some tips that will help you use email more effectively:
  • Keep several email accounts. Having only one account means that generally you will be receiving dozens of messages a day, much of which is spam or is otherwise unwanted or unimportant. But even if your spam filters are working properly, you still should have several accounts. For instance, you should have a business company domain and be careful of using this to register or subscribe to services, and you should have another account for personal use with Gmail, Yahoo, MSN or another similar email service.
  • Answer emails quickly. Good communication etiquette requires that you don’t keep people waiting for your reply. While you can’t be expected to answer emails immediately (unless it is an urgent matter, but then you’re better off using the phone), answering within a reasonable timeframe –one business day or less – is acceptable and increasingly expected.
  • Manage your email inbox. Even if you have several accounts and each of them is for different kinds of emails, your inboxes still will get cluttered. 
  • Use Folders. There are many emails that you want to keep after you have read them. Create a system of folders that makes sense to you so that after you’ve read and responded to an email you can move it out of your Inbox where it will distract you, to a folder where you can find it later if necessary.
  • Distribution lists rules. Spam wouldn’t exist if there were no people who sent it. So, give your contribution to having a world with less spam and do not send unsolicited mails in bulk. Make sure that you are sending your emails only to people who want to receive them. Even better, check that you comply with the provisions of the CAN-SPAM Act of 2003.
  • Do virus checks. Actually, the place for this tip is not near the bottom of the list — but let’s hope that your corporate security policy takes care of this and that you are not solely responsible for protecting your email against viruses and other malware. It might sound obvious that you should do virus checks, but even though email is a primary channel for virus distribution, many people still forget about virus checks. Don’t be one of them.
  • Use advanced email tools. Going beyond the basics is always a challenge and as your experience with email grows, you will discover that it can offer much more than just sending and receiving emails. For instance, many email programs have a calendar function, which you could also use to improve your scheduling and collaboration within your team. Or saving emails that you need to act on later as a Task with a reminder so you can move it out of your Inbox.
The more you practice these simple tips, the pain of managing your email will reduce. Just do it. Don't think about. Try it for 30 days and see if you regain some of your time back.
Garett Chipman

CEO \ TVG Consulting
"Providing IT Operations and Telecom Solutions"
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