Monday March 21st, 2011, 9:30 am
Email overload can be a problem when dealing with a team inbox such as sales@, project@ and even for PAs/EAs handling their manager’s inbox. For example, how do you ensure every email is dealt with appropriately and that the sender does not receive multiple responses?
The PA/EA and manager relationship is always interesting if only because few talk about how best to handle the email. For example:
- Who is responsible for filing and deleting old email?
- What is the best way for each party to draw to the other person’s attention emails which still need action, printing etc?
- How do you cope when the boss dips in and out?
- What is the process for telling their PA/EA what action either has or has not been taken?
- How much time is the PA/EA wasting simply deleting emails which they know is of no interest to their manager?
Here are three simple tips for anyone who deals with a team/shared inbox to save some time and reduce the email overload.
- Agree who is ultimately responsible for managing the inbox, eg filing retention, archiving etc.
- Work out a process for highlighting emails which have been dealt with and those which still need attention, eg flags, a ‘traffic light’ folder structure, even edit the email itself.
- Audit the volume of incoming email and discuss how to reduce it based on what is automatically deleted.
During this week there will be more tips and hints on Twitter – follow me as the ‘Emaildoctor’.
What are your top tips for handling a team inbox?