Tuesday August 6th, 2013, 9:40 pm
Email overload is a problem for businesses of all sizes across the world. A client of mine recently upgraded his email server. While going through their requirements, an IT consultant understood that no email server was going to help them if they had no knowledge on managing their email inbox properly. Poor email management is the biggest distraction for most small businesses. So, what is the reason that made him so disappointed? The executives had no filters, no folders and more than 44,000 emails in their inbox.
Email is one of the most ideal communication platforms in the business world. It is important for entrepreneurs to take control of their inboxes. So, don’t waste one more day running a component of your organization improperly. Here are five suggestions for arranging your inbox and boosting up your overall productivity and reducing email overload.
1. Separate Personal From Business Emails
Just like you have different accounts for personal and business finances, you must also have different email ids for every account. Family email chains during a winter reunion may really clog up the inbox. If you haven’t separated them initially, then create a new personal email id today and send a mail from your business account asking your family and friends to send all personal mails to your new email id.
2. Set Time Aside For Finding A Solution
Email is usually used every day. If there is a problem with it, you shouldn’t delay. Dedicate the time, which is needed for finding an apt solution.
3. Set Up An Email Policy For The Company
If the email system of your company needs overhauling, invite chief decision makers for a consultation to weigh in on the setup. Also, talk about your expectations regarding separating business and personal emails and response times to customers.
4. Create A Backup Plan
Did you ever think what you would do if your business mail server stopped functioning for an extended period? How are you going to interact with your vendors, customers and salesperson? Never wait for this scenario to occur. Make preparations beforehand. Copy your contacts list and put them on a different email provider’s system as a backup.
5. Create Folders
If you want to keep your inbox at zero and manage your inbox effectively, you need to make sure you have a place for putting emails that you can use for future refence. For example, I have created eight folders for corraling my emails. The folders are unsubscribe, reading, business development, today, this week, clients, office and miscellaneous.
Are you the one who struggles with managing inbox content? Then, do something about it. You can follow all the suggestions that I have mentioned above and you will see measurable improvements in efficiency, productivity and time management. Wouldn’t that be wonderful?
For more help contact Mesmo Consultancy and ask them to run one of their Brilliant Email workshops (as either a webinar or traditional class room based workshop). Too busy for either and wanting a personalised serviced. Ask them about their on-t0-one coaching.
Adriana Sopi is a freelance tech journalist based in the USA. For more information she recommends www.8acertification.net.