Module 10 managing email. Email can be a great time saver, but it can also be a great time waster to. This module will give you some tools to manage your email time wisely. We'll also look at how to take back your life from your handheld device. using email time wisely, like other routine tasks, such as returning phone calls, handling paper, mail and checking voicemail. Email is best handled in batches at regularly scheduled times of the day.
We suggest setting aside a period of time at the beginning of the day right before or after lunch and at the end of the day. During that period, focus on getting your inbox cleaned out. If you can get it all done during your designated timeframe. decide whether to extend the timeframe. Let it wait until your next email session, or use the five minute rule and work on it throughout the day. If your business requires you to be more responsive, try setting your email program to download every email 30 to 60 minutes rather than every minute.
This will prevent you from being distracted and help you maintain a more continuous workflow. Taking action. When reviewing your email, try to take action right away to keep your inbox as clear as possible. Read it and then file or delete it, reply to it and then file it. Delete it without taking any other action appropriate for junk mail forwarded and file it marked for follow up appropriately when you need to gather information before replying. making the most of your email program.
You might not know it but your email program can probably take over some of your daily tasks. Most email programs include tools to save you time and reduce the time you spend dealing with email. Our favorite features include custom folders, much like the folders on your hard drive rules to move emails to folders or perform other action upon certain triggers. Colored flags including follow up flags with reminders, categories or keywords. search tools, junk mail filtering, auto archiving, email cleanup, integrated task, calendar and contact management system. Our challenge to you take five minutes each day to see what your email program can do for you.
Taking time back from handheld devices, disruptions are the biggest obstacle toward being more productive. We have already talked about handling email and unannounced visitors. Another major source of disruptions ironically can come from handheld devices, cell phones, smartphones and blackberries. Now you can be interrupted anywhere, anytime. To ensure that your handheld device increases rather than decreases your productivity. Try these tips.
Turn off as many notifications as possible. Use your device for work or home not both. Give your number to essential people only. If you're at your desk, set the device aside. Use voicemail and automatic reply to let people know when you'll be away from your desk, set your device to vibrate in meetings or turn it off if possible.