The rise of email for business and personal communication has greatly reduced turnaround time in general and fostered greater information exchanges. Yet, it has also introduced new time-sucking woes. For instance, email has made it simple and cheap for communication you don’t necessarily want to arrive at your desk, and this can clog up your email service as well as monopolize much of that time electronic messaging was supposed to save in the first place. Here are some tips to reclaim that time:
1. Delete Obviously Unnecessary Emails
When you first access your email, you will notice some emails you can immediately identify as unimportant. Don’t even bother opening these; just delete them right off the bat to pare the list of emails down to the ones that do require your attention.
2. Recycle Sent Emails
If you find yourself sending out similar emails on a regular basis, why not just copy and paste the parts you need or the message in its entirety? This saves you composition time without sacrificing the quality of information you need to impart to a new recipient. You can also forward these messages; just remove all of the previous recipients’ information and make adjustments to the subject line to make your latest email appear brand new.
3. Sort Messages to Delete En Masse
Although different email services may vary in sorting options, most will allow you to make distinctions within folders by size or attachments. One method that is usually effective is to sort your Sent folder to discover those emails with attachments and delete them; after all, you likely have those attachments saved on your PC as well. This can free up huge amounts of space in a pinch.
4. Turn Notifications Off:
Unless it is part of your company’s policy or you have other reasons to receive a notification for every new email received, it is often a time waster. Many of these emails don’t require your immediate attention, but it does pull you away from the task at hand when notifications go off. It is usually better to check your emails at particular times of day instead of continually throughout the day.
5. Don’t Be Afraid to Close Your Email:
There are times you don’t need the distraction of email. As long as you aren’t going all day without checking in, you are likely taking care of your electronic communication in a timely manner. When you aren’t using your email, don’t be afraid to close it out to remove the temptation to check in.
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