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Friday, November 27, 2020

Email is becoming increasingly invasive, not easy to manage and can affect productivity. It can be a cop-out when something difficult is involved.

Picture of Email key on KeyboardSome tips to reduce the stress:

  • Two people, one inbox – A good PA with access to your emails should be able to pre-sort and prioritise your mail.
  • Beware of junk mailing lists. - Avoid giving your email address unless you know exactly what is on offer. Deregister from any newswires you no longer find useful.
  • Delete at will. - Use the delete key as freely as possible. Delete all obvious junk without reading it. Do not reply to unwanted 'spam', as this will merely confirm that your account is active.
  • Filter your mail. - Automatic systems such as Outlook can direct your email to pre-set folders.
  • Prioritise your mail. - Most programs allow you to assign different colours to email from selected people. So, if emails from a certain person are usually important, you can colour code them and deal with them quickly.
  • Don't let your inbox build up. - Clear it out regularly.
  • Use auto-replies. - Some packages allow you to automatically reply when you are not available, saying exactly that.
  • Keep only one or two accounts. - While extra accounts might appear useful, remember that more addresses means more mail.
  • Archiving – email archiving solutions can drastically reduce your business’s storage footprint and costs.
  • Turn it off – chose a specific day where internal emails are banned and ask staff to communicate verbally – get out of the desk and talk to staff.

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