Dealing with emails

How do you deal with hundreds of emails that arrive in your inbox every day, every week, every month? I’m one of those people who are inundated with emails pouring into my Inbox every day! Do you know how long it takes you to actually read 1 email message, then ponder on “should I delete it, move to another file to check later on or delete it?” If you get about 30-40 email messages a day that could take about 30 minutes of your precious time every day. What did we do with that time before emails came along!!! Now that emails are here to stay, we have to learn an efficient and quick method of dealing with them straight away.

Some of those emails are junk. I have devised a good system of creating folders in my Inbox for all the relevant emails that I receive on a daily basis, reflecting the same filing method as my filing cabinet. Emails from family are set up to go directly to my “Family” folder. Emails regarding various clients e.g. ABC Company or XYZ Company each have their own folder. There is a folder for other companies that I subscribe to for their latest news and updates regarding Computer Software, Training, etc. This works well if I have been waiting for a particular reply from someone and this shows up in my email folders as soon as it arrives there. I have also an “Archive” folder for end of month clearing out. There is a “Pending” file which I need to reply to, action urgently, think about, pay a bill, work on, etc.

How do you get rid of those annoying emails which you don’t want to even look at, but keep arriving all the same? Heres a tip: In Outlook go into Tools, Message Rules, Create New Message Rules and set up your message rules as to how you either want to move, delete or copy messages into various folders.

On the subject of email etiquette, I must admit I get annoyed with people who send abbreviated messages that sometimes don’t make sense at all. They abbreviate their message, making it look as if the writer doesn’t care or knows how to spell or construct a proper sentence. Try and keep to a routine of typing a professional email message regardless of who it goes to, your friend, family or business client. It looks good and projects a professional image of the writer. Plus it gets you into the practice of always typing a professional-looking message. Once you get into the habit of typing abbreviated email messages (like an SMS), its very hard to get out of that habit.

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About Mary Jordon

Professional and highly skilled Secretary, providing online help with typing. Assists clients in Australia and also USA and UK with formatting documents and transcription of audio recordings - research focus groups, academic, legal/medical. Skilled in Word Processing, Web applications, Transcriptions, Resumes, Writing letters and reports, formatting Manuals, PowerPoint Presentations, Newsletters, Blog management, Social Media management. Online Monday to Saturday
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