No, really, I simply couldn’t. I’m stuffed!

If your email inbox could talk would it sound something like that?

Ah email.  What a miraculous invention.  And what an absolute nightmare it can be at times!

A story an associate recently shared with me about one of his coworkers got me thinking.  The overworked individual had just returned from a much needed week long vacation.  Upon her return to the office she was greeted by 800 messages in her email inbox.  800!  I have anxiety attacks over the 40-something currently sitting in my inbox.  I can only imagine the sheer horror she experienced to log on that morning and hear “you’ve got mail” again and again and again and again…

I’m a bit anal.  I’m not too proud to admit that.  I like organization and everything has to have its place so 40 opened, already read yet uncategorized emails sitting in my inbox drives me batty.  It was with great joy that I discovered one of those 40 emails contained a valuable nugget of information and, quite possibly, the solution to my problem. 

I am referring to a MediaPost article written by Chad White, the editor-at-large at the Direct Marketing Association’s Email Experience Council.  http://blogs.mediapost.com/email_insider/?p=605.  Chad offers up some useful tips I’d like to share with you on how to become a better email user.

1.  Take Action.  When you open your email resolve to take one of the following actions:

     a.  Delete it or archive it.  If the message requires no action get rid of it or archive it for future reference.

     b.  Reply.  If you can respond to the message quickly, do so and then you can delete or archive the message.

     c.  Forward.  If you’re not the most appropriate person to respond, forward the message to the more appropriate individual within your organization.

     d.  Set a Reminder/add to your calendar.  If action is required at a later date set a reminder or add the event to your calendar if the action has to occur at a specific time or day.

2.  Respect Other’s Inboxes

     a.  Do not CC people unnecessarily

     b.  Forget the Reply All function if the reply is only intended for or relevant to one or two people on the email. 

     c.  Use descriptive subject lines.  Words like FYI, Reminder, Urgent and Action Needed will help the recipient prioritize the message and understand if action is needed and if so, how quickly.

3.  Organize Your Inbox.  Set up rules and folders so emails that you get regularly from a particular sender (such as newsletters and alerts) are automatically routed to the appropriate folder and won’t interrupt the flow of your emails.  Reserve your inbox for incoming messages that will require some sort of action.

4.  Manage Your Email Subscription Newsletters

     a.  Ensure your newsletters are delivered to you and not caught in your spam or detained folders by “white listing” them or adding the “from” address to your address book or safe sender list.

   b.  Update your preferences on those email subscriptions.  Oftentimes you have the option of receiving the newsletters on a daily, weekly or monthly basis.  Choose the option that makes the most sense for you.

5.  Moderate Your Inbox Exposure

     a.  Set your email program to check for new messages at an interval that works for you.  You may find you’re more productive if your email is delivered every 30 minutes versus every five minutes, for instance.

     b.  Don’t be afraid to shut down your email to give yourself uninterrupted time to work on important projects.

     c.  If you subscribe to RSS feeds check them once a day, or once a week, depending on how crucial they are to your job.

And finally, I’d like to add a couple of suggestions of my own here:

6.  Don’t Forget about the Old-Fashioned Methods of Communication

     a.  Pick up the phone.  Email makes sense for many reasons but let’s not forget about the personal touch, especially when dealing with customers.  I’d estimate 95% of my client contact is done via email but I most enjoy the 5% that isn’t.  In a thirty minute conversation ten minutes may be spent talking business but the remaining twenty minutes are quite simply bonding, solidifying and strengthening that client/vendor relationship.

     b.  Take a walk.  If communicating with a coworker within relatively close proximity, why not give his/her inbox a break and get a little exercise at the same time?  Talk a walk over to your coworker’s desk and share the information verbally.  That’s one less email in your sent folder, one less email in your coworker’s inbox and most likely, one less email you’ll receive from your coworker in response to your initial email.  Do you see the vicious cycle here?

Incorporate these steps into your daily email management and imagine the exhilaration you will feel when you have any empty inbox!  And now it’s time for me to do a little cleaning…