Jun 25, 2009

Start managing e-mail more efficiently

Every day we get more e-mail than the day before: more urgent bussines communications, and more spam (external and internal). So, e-mail can easily eat up your whole day if you let it.

Here are some tips for managing your e-mail more efficiently:

1. Too much spam at workplace? Check with your IT department. They should be running software that removes most of these annoying messages before you see them. Not having to delete these e-mails or decide whether it’s safe to open them can be a huge time saver.

2. If you don’t need it, don’t keep it! Mailbox inflation is a real problem. If you don’t need a message, read it and delete it. The same holds true for replies. You should regularly go through your sent mail folder and delete what you don’t need.

3. E-mail systems are clogged with endless duplication of documents, particularly e-mail chains that get longer and longer with every version.

4. A lot of e-mails should never be sent in the first place. E-mail is not a particularly secure way of communicating. Sending sensitive information always is risky.

For some subjects, a phone call might be better; for others, a face-to-face talk might be the best solution.

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