How many emails do you currently have in your inbox? More than three screen’s full? That is too many and might be an indication of email overload. Your inbox should be your ‘work in progress’ folder. It is not just a general dumping ground rather like either the spare room or ‘round to it’ folder.
A clean inbox is a win-win way to reduce email overload related stress because it is easier to:
Hence you can save time dealing with your (and the boss’s) inbox and therefore improve your performance and well-being. Here are five tips to help you clean up your inbox ready for the Easter break and subsequently reduce email overload on your return. They do not form a sequence, rather they are individual tips; you can of course either use them all or just choose which suit you best.
If you are having time off, remember to set an Out of Office message which reduces the risk of email borne cyber crime and improves compliance to to the GDPR. And when all else fails you could always declare email bankruptcy.
Still need help with email management to reduce email overload? Call us now to ask about Mesmo Consultancy’s Smart Email Management workshops and coaching programmes.
How much do you reveal in your Out-of-Office message and what is the risk from it of a cyber attack and breaching GDPR. Out of Office messages are the easy back door for a cyber attack. Many burglars troll out of office messages. It would not take a cyber criminal ten minutes to find out where you live and bingo – burglary. Moreover too much detail and you risk breaching the GDPR.
Of the 135 recent Out-of-Office Message only half were safe and secure and limited the risk of an email generated cyber attack.
The remaining 49% of messages were secure and limited the scope for either an email borne cyber attack or breach of confidentiality and hence GDPR.
What makes a good safe and secure Out-of-Office message? Indeed why bother to pay attention to what your message says?
A simple message is best. ‘Simply’ states that you are not in the office and gives one point of contact in the event of an emergency.
Any more (eg you are on holiday, other projects you are handling etc) and you leave yourself and the organisation open to a breach of security and confidentiality.
Every email from you conveys and creates an image about you in the recipient’s mind. A careless, frivolous message can convey a sloppy, unprofessional image of you and a sloppy organisation.
Does your organisation provide adequate guidelines on the use of Out-of-Office messages? If so what?
As the vacation season approaches, many of you will be faced with the perinial dilemma of whether or to put your inbox on vacation too. This article reviews the pros and cons and of having an inbox vacation. It looks at ways to pack (and unpack) your inbox properly so that you don’t drown in an email tsunami on your return. It shows you how to have a really email free vacation, setting a safe Out of Office Message what to do if you feel you really must log-in whilst away.
Published in Executive Secretary Magazine March 2017
This month is like a box of licorice allsorts with articles a range or articles on business email management and business email etiquette. They including, the business email etiquette of using the Out of Office Message, best business email etiquette for opening and closing emails, social media gives us more networking but are we any happier and a new report on mobile/flexible working. Read on.
Did you spot an article on business email management and etiquette which you can share to help us all reduce email overload?
About to take a few days out of the office? Here are give top tips to avoid coming back to a chronic attack of business email overload.
You should just be left with emails needing attention on your return. You could be bold and move these too into a folder ‘awaiting action’. Now you have an empty inbox. How does that feel? To keep the inbox clean and de-cluttered see item 4.
Now go off and relax safe in the knowledge that you have taken adequate precautions to reduce a chronic attack of business email overload.