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Email Management Tips

Email Management Tips

Are you faced with a cluttered inbox? Spare some time and follow these e-mail management tips to get rid of it. You will need to carry out this task in a sequential manner, and also be patient throughout the process.
Techspirited Staff
For people who have to deal with a cluttered inbox everyday, some organizing tips can greatly reduce their burden and stress. To scan through hundreds of emails at a time and decide what to do with them is a mammoth task, and one that cannot be carried out without a large degree of patience. Ultimately, you may end up overlooking or deleting some crucial data without even realizing it. If you find yourself in such a situation more often than not, maybe it's time you started employing some tips.

It is important to get an email organizer program on your computer and use it effectively. This program can help in the process of regulating all the emails you receive, and further sorting and filtering them as soon as they arrive. Microsoft Outlook is one of the best organizers that you can utilize for this purpose.

The Tips

These tips will make your task considerably easier and also help you in easily getting rid of the unwanted spam mail that you get.
  • The most important thing is not to check each and every email as soon as it arrives. If you want, you can turn off the notification message or alert, as it sometimes leads you to instantly go and check the received email. As a result, any other work that you may be doing will get hindered.
  • The key to effective organization is to divide your emails into batches, and then deal with these batches one at a time.
  • Always remember to deal with them in the order you receive them. Randomly opening and checking can confuse you and can complicate the entire procedure. These solutions are useless, unless you follow them in chronological order.
  • Send out suitable replies that require a response from you. If you need some more time for a certain task, mention that in your reply.
  • Divide your emails into different folders and organize them properly, so that you can locate them in future if the need arises.
You need to follow a set pattern while managing and organizing the emails. Learn to prioritize your tasks and do not get distracted by new emails that keep popping in.

Additional Tips

There are some more management tactics that can serve you well, if followed correctly.
  • Do not waste the most productive time of your day managing emails.
  • Do not sit and check your emails all day long.
  • Use all the features of your email organizer to get the maximum effect. These are useful features that have been designed to help you.
  • Follow the 4-D's model. It has 4 steps - do it, delete it, delegate it, or defer it. Decide which step is applicable and take necessary action.
For people who are extremely busy during the course of a day and cannot find the time to sort and manage their emails, there aren't any quick fix solutions. If you happen to fall in that category, you are going to have to set some time aside, everyday, in order to sort out your cluttered inbox.