another great post in my inbox. it's about email. how to become an effective and wise person in using emails. some of you might have read about it :).

Here are four suggestions to help you to become better at "Easing E-mail".

1. 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. However, don't hit "unsubscribe" to spam emails as
this will increase the volume of spam you will receive.

2. "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.

3. Check it once or twice per day. Many I speak with are become 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.

4. Deal with it. 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:
a. If it requires a quick response, (it will only take a minute or two), respond to it and delete it.
b. 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".
c. 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. Again, to print, think it twice and save the forest!

email presented by:
Rusnita Saleh
Training & Knowledge Management Specialist, Writer


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