It's interesting. Technology is often heralded as a
servant for us yet frequently we become a servant to
it. E-mail was trumpeted as the new communications
tool that would surely put first class "snail mail"
out of business. Last year, the U. S. Post Office
delivered more pieces of first class mail than ever
and e-mails exceeded the volume of first class
mailings. We have created another layer of communicating
with one another and an additional responsibility to monitor and manage.
E-mail is a useful tool but many feel controlled by
this new vehicle. The average businessperson is getting
around 80 e-mails per day and many feel that about
80% of the messages in their "In Box" are of little
or no value.
So, as always, rising to the occasion, I have four
suggestions to help you to become better at "Easing
E-mail".
Get off the lists. The best way to deal with a problem
is to never have it. If you are receiving a lot of
unwanted e-mails, ask to be removed from the various
lists. This would include your inclusion in unwanted
"cc" lists or unappreciated solicitations from those
promising "unlimited wealth without risk or effort".
"Unlisted address". Just like getting an "unlisted"
telephone number that you share only with those whom
you want to give direct access, you might want to get
a separate e-mail address that you use only for the
important communications you wish to receive.
Check it once or twice per day. Many I speak with
are becoming chained to their email server, monitoring
incoming email on a continuous basis. Maybe this is
because e-mail creates its own sense of urgency, but
most of the communications are not all that urgent.
I let my "incoming" batch up and I respond to them a
couple of times per day.
Deal with it. Like handling paper, you don't want to
get into the "shuffling blues" where you read e-mail,
postpone action, save it, re-read it later, and allow
things to slip through the cracks. As you open each
e-mail do one of the following: If it requires a quick
response, (it will only take a minute or two), respond
to it and delete it.
If it requires a response but is not the best use of
your time, try to think of a way of delegating it.
There's a lot of difference between "I do it" and "It
gets done". If it is going to take any serious amount
of time to respond beyond a minute or two), schedule
it for action in your Day Planner and then download
the message, save it, or print it out for future action.
I personally receive approximately 250 e-mails per
day and by practicing the suggestions above, I can
handle that volume in about an hour, taking advantage
of this fantastic tool but not being controlled by it
to the distraction of more important tasks in my day.
Would you like to receive free Timely Time Management Tips on a
regular basis to increase your personal productivity and get more
out of every day? Sign up now for our free "TIME MANAGEMENT
DISCUSSION LIST". Just go to:
http://www.topica.com/lists/timemanagement and select
"subscribe". We welcome you aboard!
This newsletter is sent to you as part of the free Add Me!
submission service you have used recently.
The contents of this newsletter do not necessarily reflect
the opinions of Add Me, Inc. Add Me, Inc makes no warranties,
either expressed or implied, about the truth or accuracy
of the contents of the Add Me! newsletter.
