Isn’t it great how the internet provides us with new information and tantalizing reading every minute of every day? As a home-based small business, my work keeps me online a lot, and I’m constantly adding subscriptions and signing on for updates. You want to stay informed, and it’s really fun to get the latest news instantly. It’s a kind of ongoing education that I’ve come to see as really important. The down side, though, is the gigantic amount of email I get all the time.My clients’ emails are top priority, and when they are sent to me along with all the other subscriptions, news flashes, and spam – not to mention personal messages – it can get tricky keeping things in order. Actually, that’s a nice way of saying it can become downright chaotic.
Recently, my Inbox reached a tipping point, and I realized I had to do something or drown in the daily avalanche. I was repeatedly hearing the little email ding-dong and interrupting my work to see who wrote. I was faced with massive lists of mail every morning, some of which regularly distracted me from getting to work. It took hours to read, sort, file, and delete as appropriate. It was time to tame the raging bull.
My first step was to set my email to download only every 90 minutes. Later, I decided to turn off the automatic download completely, and now I just keep to my own schedule of downloading and reading it at 9am, 1pm and 5pm. So now it’s under my control, instead of me being a slave to it.
The second step has also helped a great deal, and that was to set up a separate email address for all my subscriptions and newsgroups. These then go straight to their folders when I manually download mail from that address, and I can read them at appropriate times.
As for client emails and other relevant messages that get sent to my inbox, I have individual client folders set up. When checking mail, I simply assign each message to the client folders, and then read them when I’m working on that particular customer’s tasks. I also check emails from that client at ‘off-email-hours’ – i.e., while I’m on task with them – but not if my focus needs to be on a different client. So there’s a time and place for everything.
Now, I’m so proud of my empty Inbox! Anything that comes in but doesn’t seem to fit in my categories goes in a miscellaneous folder, which I can clean out whenever I have time to spare.
If your email client has a calendar with daily reminders, you can use that feature synched with your email organization. Just set a reminder to read a message that’s important, but not time-bound.
I hope you can use some of these ideas to keep from being buried in your email, save time, and enjoy being organized. It’s a wonderful feeling!