Email is a reality in the corporate world that is absolutely here to stay. Email is so popular that it actually causes even more of a workload for those who are in high level positions or have their own company. The key to successfully running your business is actually with keeping your email list up-to-date due to how many transactions occur over email everyday.
Here are seven smart tips for better email management: 1. Have a One Day Response Rule
If you do have many emails per day, be sure to respond to each one promptly within one business day. The reason for this is that if you do not, these emails could pile up and become impossible to manage in only a few business days.
2. Separate Junk
Be sure to separate the junk from the important emails without losing important messages when you see one come into your main inbox. The best way to do this is to check your spam folder at the end of the day and then make a point of unsubscribing to any email list that you no longer want to receive updates from. Also make sure to relegate dangerous spam and phishing emails to your junk folder (and don't click any links within the email!).
3. Set Up Folders
Within your email account, you are able to set up folders to organize the content of your emails. This is a great way to keep the content separate and not lose important information at the same time.
4. Try Not to Be Copied on Too Many Emails
There are many emails within your own office that you do not need to be a part of. Be sure to communicate effectively with others and indicate that you do not want to be copied on the emails. This will reduce the number of unnecessary emails that you receive everyday a great deal. 5. Consider the Cloud
Having the Cloud to store old emails is a blessing. From there, you will be able to use older correspondence to your advantage and redraft it for new purposes. This will save you a lot of time in your workday and will allow you to only make a few simple modifications to an existing email.
6. Set Up Standard Responses
There are certain emails that you get several different versions of everyday. Save an email form with your signature that indicates a standard response to these emails. Doing so is going to be a great way for you to save time and not have to type the same message all over again.
7. Recognize When Email Is Not the Best Option
There are times when a phone call or a fax, for example, would be a better and more effective communication than email. When these circumstances arise, be sure that you do not use email. This will also help you to manage the quantity of emails that you do have. Thinking in this manner is the key to managing your emails effectively.
Email is a crucial part of your business. The sooner that you embrace this, the better. The key to keeping on top of your email and its growing number of messages per day is to implement a strategy that involves responding to any and all emails once per day. By doing this, you will not cause a great deal of back up to occur that you will not be able to rectify later on. Additionally, do not be afraid to delegate your emails to a secretary if you really do not have time to stay on top of them. By retaining help, you will be able to have effective and timely responses to the email sector of your business.