Nine Easy Ways To Eliminate E-mail Overload

Is email driving you crazy?  Does it seem like every time you delete one message, five more show up?  Do you find it impossible to answer every email that you receive?  If you answered “yes” to any of these questions, you are not alone!

Some people are even declaring email bankruptcy – they delete every email in their inbox and start over.  If that’s not an option for you, then here are 9 tips to reduce your email overload:

1. Get a good spam filter. Even if it saves you only 10 minutes a day, that adds up to over 59 hours a year.
2. Cancel subscriptions to unwanted mailing lists and opt-out of legitimate e-zines. But be careful! Trying to opt-out of spam emails will only alert the sender that they have a live, legitimate address. Also, make sure you are careful to check the “unsubscribe” or “opt-out” box when purchasing items online.
3. Do not publish or post your email address on websites. Spammers will take your address and put it on their lists.
4. Do not respond to every email you receive. It is okay not to respond to every email that you receive.  If it is a group email, you don’t need to respond with “okay” or a smiley face.  A response is not necessary unless the sender is specifically asking you a question or requesting a response.
5. Be succinct. Limit your messages to a few sentences. If you can’t, pick up the phone or talk in person. This will avoid the back and forth of email conversation.
6. Use the subject line to your advantage. If possible, in the subject line put either your question or your message. If that is not possible, make your subject line very descriptive so the recipient knows exactly what your message is about. Here is another tip: create a set of codes with your coworkers and place them in the subject line to help them process and prioritize messages. For example, use “FYI” for informational messages; use “AR” for action required; and “URG” for urgent messages.
7. Schedule time to answer your email and fight the temptation to check your email every few minutes. By scheduling time to check email, you will save yourself a lot of time and be far more productive.
8. Touch each email only once.  Immediately respond to messages when you open them so that you only “touch”, or read that message once.  If the email requires action, schedule the action step and then delete the original message you’re your inbox. 
9. Set time aside in the morning and the evening to process your inbox. Strive for a completely empty inbox at the end of each business day.  File messages you need to keep and set reminders for messages that require you to follow up.

Now, here are some tips to keep from adding to the e-mail overload of others:

1. Be courteous when forwarding an email message.  At the top of the message summarize the thread and explain why you are sending the message.
2. Do not copy someone on a message unless necessary.  Explain to the recipient why you are copying them – that way the recipient won’t need to guess your intentions.   This means less back and forth messages.

By following these tips, you can reduce your email overload.   If you are feeling overwhelmed though and aren’t sure where to start in managing your email, get a good spam filter to begin, opt out of unwanted mailing lists, and remove your email address from websites.  From there, the other tips can be implemented and pretty soon you’ll have your email under control.

For additional information about any of our IT support services, you can contact Amanda Harper at Gaeltek, LLC | Technology Solutions in Manassas, Virginia at 703-652-4685.  You can also get more free tips, tools and information about our services, including computer support for Virginia, Washington, DC, and Maryland, at:  www.gaeltek.com.