How to regain control of your email box in just 4 steps
Regain Control of your inbox in 4 steps
What once was invented as an efficient and quick way to work today has become a concentration killer. Now a day the office worker drowns in the amount of email he receives. On average we spend two hour a day sending and processing new incoming messages.
” Prevent the Mail Monster from eating you alive and take over your business.”
When Raymond Tomlinsen sent the world’s first email message from a computer in 1971, he had never dare to dream that decades later it would become the most popular and most used form of communication. With the rise of the internet in the nineties the email became something common and popular. And now in 2013 billions of electronic messages are being sent every day and we can’t imagine life without. An office worker gets an average of forty to fifty emails to process daily. This will more than happily interfere with our work. And according to research done by the U.S. Bureau Osterman Research over two quarters of the offices workers will click almost immediately on his inbox after hearing the beep sound or seeing the envelop icon on the lower right of their screen. Receiving may emails can give one a sense of unrest. Office workers can sometimes get over a hundred messages a day, which can result into inbox overload, people losing the overview and communication not going as it should.
What is most important is that you create more structure in your mail box and also create tasks that way you will have a better insight of your TO DO’s .
Start with creating a folder system . Many people leave their messages in the inbox while it was never intended to be used as an archive or a list. So clean up!
To regain control of your inbox follow these 4 simple steps
Create a folder system
Make sure to empty your inbox regularly and organize your messages. Organizing your messages can be done by creating a folder filing system. In work folder you can collect all the messages of you projects or a specific customer. Add a letter to the name so they can remain in the correct order. To find the right folder you can use the keyboard shortcut (CTRL + Letter). In the folder “Awaiting Reply” you can collect emails of which you want to monitor their progress. For Example a tender or a question that still needs to be answered make a separate storage area for large quantities of messages you want to hang on to a little longer.
Many people know this tool but make little or no use of it. Using these rules you arrange that an email with a specific keyword or from a specific sender will automatically end up in a specific folder. Suppose you want all messages from Tom White in directly in the folder “Administration”.
Go then to the message from Tom and click the right mouse button. Then click on the rules or select Create Rules directly. Check first the upper box and below email folder to MOVE. Select the folder Administration. Click OK and now all posts from TOM White will automatically be sent that folder. I suggest you play around with it some more.
Organizing your tasks
Most emails you can process directly and those that require more time you will need to create a task for. With the task function you can directly add a date to a mail link which must be processed immediately it even includes a reminder alarm. The task will also be visible in your calendar so each day you will have a nice overview. To add a task you can use the keyboard shortcut (CTLR + SHIFT + K). You will get a window where you can add some information about the message.
Clean up that inbox
With the use of the rules and creating a task list you will have a quite clear inbox. Now it’s a matter of keeping up with this system until it becomes a habit you do regularly and automatically. Messages of two weeks and longer are probably outdated. It is a matter of deleting or moving to the archived folders because a Tidy inbox is a tidy mind.