There is no doubt that in the current information era where information is becoming online, you and I are receiving a high number of emails on a daily basis. It is due to this fact that we are continually getting overwhelmed by these emails thus calling for a need to device on a strategy so as to manage this situation. The seven proven methods of handling emails so as not to feel troubled by the current technology of using e-mails are outlined below:
* Receiving emails does not mean you have to answer all of them.
This specifically applies to the cc’d emails. One only needs a little time to read the email as compared to time needed to reply it as in this case, one has to think, write and review before sending. My advice is, only reply when you really have to do so.
* Move those emails that you are not replying immediately are better be flagged. You can do this after reading by moving them to a @Reply folder. This enables you to differentiate them from those mails that you need to reply them immediately as they are added into your inbox thus saving time which would have otherwise been used in mind filtering for the second time.
* Extensively utilize the filtering facility. It is advisable that you filter all the incoming mails with those that are directly sent to you. For your point of information, the use of IMAP server in together with a server-side filtering system enables one to set up the filters thus ensuring that all the files will be placed in folders despite the type of email client being used.
* Particular senders are better black listed. The individuals known to either send or forward non important stuff to you are better filtered out from the inbox. This will enable you to read them at your on pleasure since they are placed in a special folder.
* Move the emails that you are not in hurry to read to the @Read folder. Apply this to those emails you have started reading and found there is no need for urgent reply. They are better manually filtered to @Read folder where by a particular time is allocated for reading all of them.
* Reviewing the folders is better done at a scheduled time. This is best done at a time that will not affect the working hours and specifically applies to those mails that are carbon copied and memos since they act as point of information and do not call for the need to reply to them.
* Emails are better read as a thread. The general rule is that emails that are carbon copied to many recipients are known to have many replies. The best way to deal with them therefore is through getting both the information and conversation at the same time when they are viewed as a thread.
I hope these tips will be helpful to you in managing your emails. May you enjoy every moment of email communication.
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