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Seven tips for email users
It’s been estimated that 6 billion emails are sent worldwide everyday. And in the UK, with 61 per cent of workers using the Internet, we receive on average about 39 email messages a day. It feels like we are reaching information overload, but there are ways that you can manage - if not stem - the constant flow.
1. Check your email twice a day.
Checking your email frequently is one of the biggest time-wasters of the modern office. Avoid it if you can. Try setting aside two periods of time when you know it will be quiet, once in the morning and again at the end of the day, and check it then. If this sounds too drastic, or your fear you may be missing out on important messages, then get some idea of how frequently you check your email and try to slash it in half.
2. Filter the spam.
With all the junk email in circulation, it's vital to use an email program that can filter it, putting it in the wastebasket before you even get to it. But don't just use filters to sort out junk email. Filter business email as well: If, for example, you're on terminally dull company mailing lists filter them into separate folders and read them when you're ready. Many email programs, including iVillage mail, Netscape Messenger, Microsoft Outlook Express and Eudora Pro, have filtering features.
3. Organise your messages and addresses.
Use the address book built into your email program, rather than typing in addresses manually. It's not only more convenient, it's more accurate; you don't want a typo to lead to a missed message. Organise your messages into folders, and file messages as soon as you’ve read them - or as soon as you've acted on them if necessary. That way, your 'in' box will only contain messages that haven't been read or that require further action.
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