In this article, I will try to answer these questions: How to Check Email?
How many email-accounts should be used in your office?
How to manage those email accounts?
How many times should you check your emails?
Mr Grex is a businessman, he receives too many emails. He can’t stay focused because his email notification buzzes many times during the day. He sometimes forgets replying to important email. If you too, are facing the same issue as Mr Grex, this article would help you better manage your email account(s) in your office, and if you have employees and you want to manage your office space as well, you can use movable walls for this, click here to learn more. Additionally, if you have employees, especially accountants for registrars, this article will be particularly useful for you.
Tip No 1: Organizing your Inbox – Keep it clean – How? let’s read.
Email management starts with organizing Inbox, before you begin checking your email keep notebook/paper and pen ready. First, let’s understand types of email you receive.
Generally, there are four types of emails:
1. Newsletter
2. Important Email
3. Junk/ Spam Email
4. Reminder / Follow up Email
Now open email and try to understand its type.
If it is a newsletter and you want to keep it, move it to #Newsletter folder, if it is unnecessary or useless, unsubscribe that newsletter and delete it. (Unsubscribe link is provided at the bottom of any newsletter, click on that, and unsubscribe it, so you will stop receiving future emails from that company.)
If it is an Important Email, make a note of it in your diary or to-do list; and mark this email with Red flag or Star. And once work has been completed move it to Archive. So, at the end you will be having emails requiring your attention.
If it is a Junk/ Spam email, delete it immediately.
If it is a reminder or follow up email, revert them with appropriate answer and write it down in your to-do list, so that you never forget the work. Archive the email once work is done.
Tip No 2: Keeping Logical Email Accounts – How many email accounts to have?
How many email accounts to maintain is dependent on the number of departments in your organization. Suppose you are a company having HR with Tribunal Services, Marketing (Sales), Purchase , Accounts, etc. department and all those departments have a specified person then you should create department wise email accounts i.e. purchase@xyz.com ; accounts@xyz.com
Some people create person specific email account. Biggest issue they face is when that particular person /employee leaves the company. In that case, we need to inform all our clients or suppliers to use new email address of the new person as the concerned person has changed and so as the email address. So, to avoid such problem in future, it is always better to keep department wise email accounts.
Now, suppose you have more than one person in a department, then create employee wise folder for that department and department head will put the email in his folder. Once work has been completed, move the email to archive. So, at the end you will again have only those emails in your folder / inbox for which some action needs to be taken.
Tip No 3: When to check your email – Frequency of checking your mailbox
Many people check their email account too frequently whereas some never check their email account. Neither is a good practice. As per the research, you should check your email twice a day. First, in the morning when you reach your office i.e. between 9 am to 11 am and Second time in the afternoon at around 3 to 4:30 pm. So, if you create habit of verifying your email as mentioned above, all the emails will be answered in a specific time on daily basis.
As per my opinion keeping inbox clean and clear will keep help you manage your email very efficiently and effectively. Tell me how above tips worked for you. Write in comment below what you think.
See the video to fast understand the email management.