Blue Square Concepts on Organizing Your Email
Blue Square Concepts recognize that in any business, managing your time is incredibly important. Those who don’t learn to prioritize and manage their workload will quickly end up swamped and may find themselves losing out to more organized competition. Twenty years ago, this mostly meant having a well-organized office, and keeping your planner and calendar strictly managed. Now, with email, we have so much more to deal with.
Blue Square Concepts know that people in modern offices tend to fall into one of two categories when it comes to email. Firstly, there are those who attempt to organize their email very strictly. Often these people create lots of folders for different clients, or projects, with perhaps even many subfolders to further organize. Unfortunately this system tends to become very complicated very quickly, and can often end up creating more of a mess in the end. The second type tend to not organize at all, and end up with an inbox full of thousands of messages, and real problems when it comes to filtering through them or keeping track of a project.
However it’s not just organization that is an issue, it’s also time. No-one wants to spend half their day organizing email, no matter how much it may seem to benefit them. So how can you gain greater control over your emails, while still saving time and energy? One simple system works as such:
1. Switch Off
The first step is to disconnect from all those constant notifications and keeping your email open on your screen. The time wasted is not worth it, and generally nothing critical is handled by email. Limit yourself to checking your inbox once an hour, or half hour if you’re really feeling out of the loop. You’ll get a lot more done.
2. Trash the Folders
No matter how organized it might seem to have a folder for everything, all it does is hide away what you need behind walls of sorting. If it’s important, it will still take you time to find no matter how you organize it, and half of the stuff you’re wasting hours sorting will never be needed. Modern email browsers have very sophisticated filters and search facilities. Any organization you can do can be easily done on the fly. Play around with your software and learn to find what you need when you need it.
3. Empty your Inbox
Create two new folders, called ‘Action’ and ‘Non-essential’. Every time you check your inbox, you’re going to empty it. Any email that requires you to do something soon will go into the action folder. Things that can be done at any time, or that you just want to read go into non-essential. The rest gets deleted. Feel free to be ruthless. Now you can get to work on achieving the tasks you need to empty that action folder. If you have downtime then have a look at the non-essential, but really that should be reserved for things that it wouldn’t matter if you didn’t touch for