Time Management Information


Tips to Manage Incoming E-mail


Friends, colleagues, and clients are all telling me that one of their biggest challenges is trying to manage e-mail overload. They say everyone wants something from them and consequently, they're buried in e-mail. Is this a struggle for you? If so, here are a few tips that will save you some time in reading and receiving e-mail.

1. Limit personal e-mail at work.

Yes, this may seem a drastic step but it's one that will help you stay focused on priorities so you can complete your work and then spend time doing the things that mean the most to you.

2. Use a spam program.

Your employer or ISP may already cover this but if you are running your own system you'll want a spam blocker to help minimize unwanted e-mail as much as possible. (Tip: PC World rates Cloudmark's SpamNet as one of the best.)

3. Use folders to store e-mail.

Your inbox isn't a storage facility, it's for incoming mail. Create folders within your e-mail program that "mirror" the folders you use to store hardcopy in your office/workspace.

4. Change the subject of e-mails to summarize its content.

Make it easy to find any e-mail you decide to keep by changing the subject. For example: if you receive an e-mail with the subject "Update" and it turns out to be a request for you to send someone an update, change the subject to "Send John Doe product update on 8/29/05." This functionality is available in most e-mail programs.

5. Limit the frequency with which you review and process incoming e-mail to 2 or 3x's per day.

Pick times other than when you are most focused, creative, or energized.

6. As a general rule, separate the task of "processing" your incoming e-mail from "working" on your e-mail.

Exception: If you can reply or forward an e-mail in a minute or two, do it, then delete it. Otherwise, save the doing/replying/composing for a later work period.

7. Organize your e-mail by "Received" order.

In other words, make sure you've set up your inbox so the newest e-mails are on top.

8. Empty your e-mail inbox in five steps. Here's how:

  • Scan all e-mail and delete the spam. It's impossible to filter out all spam but you can learn to recognize it so you don't waste time opening it or getting a virus. Common characteristics include: a random series of numbers in the "From" address, the "Subject" is followed by six spaces then a number, or the subject ends with three exclamation marks.
  • Review remaining e-mails from oldest to newest and in order of importance. Read "high importance" and "to do" e-mails, then scan "FYI's" and "newsletter" e-mails.
  • If an e-mail contains information you want to reference later: a) drag it to the appropriate e-mail folder, or b) print it, delete it and file the hardcopy with like material.
  • If an e-mail requires that you take an action: a) record the action in your calendar, then b) delete it or file it for future reference.
  • If after reviewing an e-mail you determine it has no future value, delete it.
The volume of e-mail you receive isn't likely to slow down. In fact, Bill Gates, Business Week and a host of other industry experts say e-mail overload is a drag on productivity. Try these techniques and don't let electronic missives get you down.

Pam N. Woods is co-author of a bestselling book, Create the Business Breakthrough You Want: Secrets and Strategies from the World's Greatest Mentors; endorsed by Ken Blanchard and Dr. Stephen Covey. She is a Coach U graduate and President of Smart WorkLife Solutions, a coaching and consulting company devoted to co-creating customized solutions to fit clients business and personal organizing needs. Prior to founding her own firm she had a successful 20+ year career as an insurance executive and Vice President of Human Resources. For more free how-to articles and advice, or to contact Woods, visit http://www.worklifecoach.com Copyright 2005 - Pam Woods


MORE RESOURCES:
This RSS feed URL is deprecated, please update. New URLs can be found in the footers at https://news.google.com/news


COLUMN: Time management proves necessary skill
The Daily Toreador
I have what most people would call a time-management issue. It is a trait I refer to more accurately as a time-optimism issue. This is the best way I know how to describe it. I too often believe that life will always provide another hour, another 10 ...



2018 Time Management Tips That Work | Benzinga
Benzinga
Early in the year, after the holiday festivities have subsided, is a perfect time to invest in improving your time management skills and get more of the right work done in less time with less stress. According to Lynn Sherman, President of PEPworldwide ...

and more »


Arizona State University

ASU offers time-management help for student success
Arizona State University
As the second semester of the academic year begins at Arizona State University, many freshmen are facing the reality that they need to build up an important skill for college life: time management. Many freshmen are overwhelmed by the unstructured ...



SmartCompany.com.au

Time management problems? You might be asking the wrong questions
SmartCompany.com.au
Are you struggling to squeeze your schedule into the confines of the 24-hour day? It may be that you're approaching time management in the wrong way. If you're expending valuable energy seeking out the ideal formula for greater productivity, priority ...



Security Intelligence (blog)

Security's Time Management Crunch and How to Solve It
Security Intelligence (blog)
Time is the scarcest resource we have as IT and security professionals. There are only so many minutes in each day to get things done. At the root of many security incidents and breaches is poor time management on the part of those tasked with getting ...



TechJuice

5 things to do if you are struggling with time management
TechJuice
The Pomodoro technique is meant to help you get through distractions and get things done in less time while taking short breaks to relax. It is a great way to training your brain to be productive. This time management technique was introduced by ...



TrainingZone.co.uk (blog)

Time Management Skills for Employees Training
TrainingZone.co.uk (blog)
It's essential for owners, managers, and training organizers to understand how quality training, including time-management training, benefits an organization of any size, in any industry. You'll see tasks being completed in less time. Even if the time ...



YourStory.com

6 tips to ace time management and achieve your goals
YourStory.com
Time and tide stop for none, an adage which is true to every word. You can take cover from a tide, but what about time? Never has a man-made concept had such immense value (not even Bitcoin) and been a cause of such great concern. The concept of time ...



Covington-Maple Valley Reporter

Basketball, homework and time management | Covington-Maple ...
Covington-Maple Valley Reporter
Making the grades and shooting hoops are what these girls do best.

and more »


Lawmaker targets Legislature's time management
Eatonville Dispatch
Lawmaker targets Legislature's time management. Monday, January 15, 2018 8:18 AM. By Pat Jenkins The Dispatch Citizens who foot the bill aren't the only ones who dislike sessions of the Legislature that go into overtime. At least some of the lawmakers ...


Google News

home | site map
© 2007