Set up systems and rules
1. Spam filters
Getting the level of spam filtering just right can be difficult. If you’re worried about missing those important e-mails add their e-mail address to your white list.
2. Set up folders
Set up separate folders (in line with your normal filing system) and file your e-mails straight away to avoid having to spend hours searching for past e-mails.
3. Set up rules
Consider creating rules for in coming mail from specified senders or with certain words in the subject line, so they go straight to the appropriate folder. This is a great tool for non-urgent mail that you might want to review just once a week, e.g. newsletters or on line journals.
4. Set up different accounts
Having more than one e-mail account can help prevent your primary inbox becoming swamped, and help you filter what you get when. For example, I have a separate account I use whenever giving my e-mail address to unknown sources, e.g. buying products on line. This account has the spam filter set at a higher level, so if my details do get passed on I am less likely to get bombarded with spam. I also use another account for personal use, so I am not distracted during the day dealing with personal issues and equally I can filter out work mail when I want to switch off from the office.
So stop being an e-mail addict, and take some action today and see how much you improve your productivity over the coming weeks.