Seven Time Saving Tips For Managing Email
Email saves a lot of time, and these seven time saving tips for managing email will help you use email to be more organized, set tasks, and more.
Spend Time On The Most Effective Activities
Email is great, but can also get out of control and suck up a lot of time if you’re not organized. Spend the most time during your job search on the activities that will be most effective like networking and creating your interview stories.
- Set Specific Times for Checking Your Email – Don’t keep your email notifications on all day long so that you’re constantly dealing with email. Instead, choose specific times during the day to check email, at the very least first thing in the morning, after lunch, and about an hour before the close of business. Let your people know your schedule.
- Keep Email Replies Short and Simple – You don’t want to write really long emails to anyone. If you do, people will get confused and not really understand your answer. At the most an email answer should be about three or four short paragraphs. If you include bullet points it will be easier for the recipient to act on.
- Use Rules, Filters, Labels and Folders – Remember that simple is better than complicated so don’t go too crazy with these, but do create labels and/or rules and filter to help you organize your mail better.
- Read Emails and Act Immediately – When you open an email, take care of it immediately. Read it, then act. If it requires nothing, delete it; if it has something interesting you want to note, use a note-taking program to save it. If it has a task, copy and paste into your to-do list and calendar.
- Create Separate Email Addresses – The great thing about email addresses is in most cases you’re not limited to how many you can have. Don’t go nuts, but do create a separate email for unimportant information such as business that requires an email sign-up to view information, or non-relevant newsletters. Separate customer service addresses are good too.
- Be Free with the Delete Key – It’s tempting to save all those cool newsletters with great points and things to learn, but the truth is, you’re not likely to ever read them again. Use your note-taking tool to keep the most important points, and then delete.
- Copy Tasks to Your Calendar Immediately – Use your calendar to its fullest advantage by copying and pasting anything with a date in it to your calendar immediately. If it’s a task, copy and paste to your project management system too in order to stay on track with your activities.
Using these time saving tips for managing email will help you make the most of every day. Taming the email monster will pay off in many ways and give you back more time each day to use on more important tasks.