Showing items tagged with "Team inbox" - 3 found.

Email overload – how save time dealing with a team inbox

Posted Wednesday September 14th, 2011, 10:56 am by

Do you want to save time and frustration dealing with a team inbox (such as the PA and Boss, project@, sales@ etc)?

Managing a team inbox can be fraught with problems and mistakes are costly.  Email overload is rife.  Frequent challenges are that emails get overlooked, conversely some are answered twice.  There is often no clear process for what, how and which emails are retained.  If they do exist not everyone with access to the inbox either understands or adheres to them.

With no clear processes about how to manage a team inbox the chances are that there is a high proportion of unnecessary emails but no one feels they can take ownership and take steps to reduce the waste.  To check how much time is being wasted use our Cost of Email Misuse Calculator.

Basex found it costs about $100 to produce a page of information: not being able to find the appropriate email can be expensive.

Do these problem sound familiar especially to those PAs and EAs who manage their boss’s inbox and team leaders with project inbox?

Use our new Team Inbox Checklist to benchmark and improve how you manage such team inboxes.  Download it now from the Mesmo Consultancy Knowledge Exchange. It will help you and your team reduce the level of email overload and email stress.

Do you have some tips to share with others?


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Team email management

Posted Monday March 21st, 2011, 9:30 am by

When a team manages an inbox what is best way to ensure every email is dealt with and keep track of outstanding actions (for example boss’s; sales@;info@)  Here are some top tips on team email management.

Team Inbox Management

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 team email management to save some time and reduce the email overload.

  1. Agree who is ultimately responsible for managing the inbox, eg filing retention, archiving etc.
  2. 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.
  3. Audit the volume of incoming email and discuss how to reduce it based on what is automatically deleted.

What are your top tips for handling a team inbox?

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Email overload – managing a team mailbox

Posted Friday January 14th, 2011, 9:30 am by

One of the recurrent questions last week was ‘how do we manage efficiently a team in box to make sure all emails are answered once and once only and tracked’ (eg information@, sales @, project@ and even ‘my manager’s inbox’)?

You need to decide on some simple processes.  First, who ultimately owns and manages the mailbox, in terms of sorting, assigning and as appropriate deleting the rubbish.  Second, agree a process for handling the incoming emails which shows clearly the priorities and who is handling the email, eg flags, folders, colours etc.  Third check that all the users have an adequate level of Email (Outlook) IT Fitness (ie skills to use the software) and guidelines on which to make decisions about how to process and email.

Without a robust and clear process in place there is a high risk that important emails will be missed and possibly with significant costs to the business.

Do you manage a team mailbox?  What guidelines do you have in place?

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