{"id":8645,"date":"2019-03-14T05:43:46","date_gmt":"2019-03-14T10:43:46","guid":{"rendered":"https:\/\/professional-organizer.com\/WordPress\/?p=8645"},"modified":"2019-02-11T08:52:40","modified_gmt":"2019-02-11T13:52:40","slug":"9-tips-on-how-to-conquer-email","status":"publish","type":"post","link":"https:\/\/professional-organizer.com\/WordPress\/9-tips-on-how-to-conquer-email\/","title":{"rendered":"9 Tips on How to Conquer Email"},"content":{"rendered":"

\"9<\/a><\/p>\n

 <\/p>\n

Email has become one of the most demanding, stressful and overwhelming parts of our day.\u00a0 There’s email streaming in at all times and a torrent like a flood.\u00a0 Add to that, there’s many important tasks and documents imbedded in the stream. Email has moved from a way to share information to a heavy chore to dread.\u00a0 Here’s 9 tips on how to conquer email and feel good at the end of the day.<\/p>\n

 <\/p>\n

Folder Organization<\/h3>\n

We have had email overload for a while.\u00a0 It’s time to take charge of how it is organized.<\/p>\n

To file or not to file?\u00a0 That’s a great question!\u00a0 While our technology gives us the opportunity to never file, do we file what we what to find most easily?\u00a0 The search tools work for anyone who does not want to file at all.\u00a0 However, if you want to file, here’s the easiest way to set up your folders.\u00a0 Think big categories! For home these categories are Financial, People, and Home. For work these are the different categories of work you do. Most likely it is Clients, Vendors, Marketing and more. The reason to think big is that you can gather information into these general files and not spend too much time on filing.\u00a0 It also gives you a specific home for specific information.\u00a0 Write out your categories before you begin to be sure you have a category for all the topics in your email.<\/p>\n

 <\/p>\n

Email subject lines<\/h3>\n

Universally the first line we see in email is the subject line. Make it a good one!\u00a0 Be specific and short. Email is intended to inform, not discuss.\u00a0 The best subject lines are short and sweet and to the point.\u00a0 If you recieve one that is not, reply with a more appropriate line to keep your email on target.\u00a0 If you decide you want to file this email, you can email yourself with a new subject line too to keep it relevant.<\/p>\n

 <\/p>\n

Signature lines<\/h3>\n

Signature lines share your contact information.\u00a0 There’s a lot to keeping in touch with your contacts and also sharing who you are and what you do.\u00a0 There’s great ways to write<\/a> these to help your contacts and you stay in touch. That’s also where you should begin in keeping connected.\u00a0 Add the information from the signature line to your contacts. It will cross over to all your devices to use when you want to email or call.<\/p>\n

 <\/p>\n

Detach documents<\/h3>\n

Documents are intended to be detached from email and kept in your Documents folders.\u00a0 This is the way to make work happen.\u00a0 If you are working together on a document, google docs is the way to go!<\/p>\n

 <\/p>\n

Tasks on your task list<\/h3>\n

The big reason we keep reviewing our email and keep our inboxes full is that there are many tasks in our email.\u00a0 Those tasks range from a one minute acknowledgement we received something to multi-step projects to important responses to a client.\u00a0 \u00a0Can you apply the 3 minute rule to an email? If it takes 3 minute or less, just do it during your email work time. If it takes more, add it to your task list for completion later.\u00a0 Just this simple rule will clear out your tasks and your email.<\/p>\n

 <\/p>\n

The same applies to dates and calendaring as well.\u00a0 Dates that come in email should be added to your calendar and your online calendar as a reminder as needed.\u00a0 Email is not the place to leave your calendar dates to search.<\/p>\n

 <\/p>\n

Separate shopping with it’s own email address<\/h3>\n

What’s cluttering our inboxes the most? It’s our shopping offers! We are reluctant to let go of these offers since we might use them.\u00a0 Set up a separate shopping email to keep these offers together and segregated.\u00a0 It’s going to save a lot of deleting and time.<\/p>\n

 <\/p>\n

Work your email and routines that make email disappear<\/h3>\n

Email is just like snail mail. Would you run up and down to the mailbox every hour to get your mail? Keep your email routines sharp.\u00a0 Check email 3 times a day.\u00a0 That way you always keep it in check and keep up to date on your work.\u00a0 Set aside a work time for those detached documents.\u00a0 That is a power hour when you do important work without distraction.<\/p>\n

 <\/p>\n

Email etiquette<\/h3>\n

Our email gets so overwhelming, we leave it for long periods of time.\u00a0 Email gets lost as we open it on a device and then it’s buried in already read email. Determine your own email etiquette<\/a> to keep communication flowing. Perhaps you consider your “turn around time” 48 hours and letting other’s know this is good.\u00a0 Know who to respond to rather than respond to all.\u00a0 Email etiquette shows your own professionalism. Your email is a reflection of you.<\/p>\n

 <\/p>\n

Consider the information, consider the communication<\/h3>\n

If you are receiving 10 emails about the same topic, it’s time to pick up the phone.\u00a0 Email is not the tool to use instead of a meeting or if you have a crucial conversation to hold. There are times that a one on one phone conversation is required.\u00a0 Know when it’s time to pick up the phone instead of use email for communication.<\/p>\n

 <\/p>\n

Email can be conquered with organization.\u00a0 Get started with organizing, then add these tips to your email routine.\u00a0 There’s hope for email organization as you take small steps to conquer this.<\/p>\n

 <\/p>\n

Bonus tip: Organize your email with tech tools.<\/h3>\n

With\u00a0unroll.me,<\/a>\u00a0your subscriptions are organized into a list for you to read but not interfere with your work. Using\u00a0Mailstrom<\/a>\u00a0you can group related mail and act on it as a group.\u00a0 If you use gmail, there\u2019s\u00a0Boomerang<\/a>\u00a0to help you respond to email.\u00a0 Check out one of these tech tools to get through your email overload.<\/p>\n

 <\/p>\n

 <\/p>\n

 <\/p>\n

 <\/p>\n

 <\/p>\n

 <\/p>\n","protected":false},"excerpt":{"rendered":"

  Email has become one of the most demanding, stressful and overwhelming parts of our day.\u00a0 There’s email streaming in at all times and a torrent like a flood.\u00a0 Add to that, there’s many important tasks and documents imbedded in the stream. 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