Here are 12 great time management tips relating to the use of e-mail. Make sure you read them closely, because they WILL help you to be more effective!
Time Management Tip 1: Block off times to process your e-mail. Twice per day should be enough. Avoid the temptation to check e-mail more frequently.
Time Management Tip 2: Check the spelling of your e-mail before sending it. Spelling errors seem generally accepted in e-mail. Go beyond acceptable. Aim for excellence.
Time Management Tip 3: DON’T TYPE IN ALL CAPS. This is perceived as shouting.
Time Management Tip 4: Re-read your e-mail before sending it. Writing quickly often results in awkward grammar.
Time Management Tip 5: Don’t copy documents from other programs, such as MS Word. Odd characters such as apostrophes can show up as gibberish.
Special formatting will be lost and your e-mail may become illegible or visually unappealing. Instead, send the original document as an attachment.
Time Management Tip 6: Use the edit and paste commands as you would in word processing. This is helpful in repeating information or creating a type of form letter to be sent to various participants.
Time Management Tip 7: Just say no. If you’re on a mailing list for which you have no interest, reply by writing “unsubscribe” or “remove” in the comment box.
Be careful though. Sometimes mass-mailers use your response to confirm that you have an address, and send you more stuff.
Use a filter to prevent mail with features that are repeated from being downloaded.
Time Management Tip 8: Place items in separate e-mail folders as you would with paper items. Don’t use your Inbox or Sent Mail as catchall holding tanks.
Time Management Tip 9: Sort incoming e-mail by subject, key word, or author so you can process related mail together.
Time Management Tip 10: Consider carefully what you write; it’s a permanent record and can be easily forwarded to others.
Never accuse people, call them names, suggest they aren’t being smart or criticize their spelling. Assume their intentions are genuine.
Avoid sarcasm. Be polite and assertive if necessary (i.e. to spammers), but not vindictive.
Time Management Tip 11: Don’t attach large files without getting permission from your recipient first.
Time Management Tip 12: Write descriptive subject lines. Many busy people will only open messages with captivating subject lines. Think creatively.
The Bottom Line – E-mail, when properly used can be a major asset in time management, as well as in business. Use it wisely