E-mail is one of the most used tools for communication but, if managed incorrectly, has the power to eat up considerable amounts of time. Thanks to the advent of spam and various other unwanted e-mails, the important messages we need to answer or read get lost in our inboxes. We have someone to attend to the business phone and it would be great if we had a person dedicated for email management but that is far from being a reality. Here are a few ways to do it yourself.
Some e-mail is necessary to be kept even after reading and answering them. One way to keep them all organized is to create several folders that you can transfer them to so it will not be lost and can be retrieved quickly when needed. Once it really is of no more value, you can delete it.
Using only one e-mail server for work and personal messages is bound to cause you problems in the future. Also, it may be a source of embarrassment if you send the wrong message to the wrong recipient. Make sure to have one solely for work and another for e-mailing friends and family.
You will find that your typical e-mail server has a lot of features that go past the needed tools. By informing yourself of the more advanced features that your e-mail has to offer, you will be able to go about your business much better. Look into the calendar function, or better yet, the task function. It will act as your personal secretary, reminding you if there are messages you need to send on a certain day or time.
The careful e-mail user tends to be wary of any message that has “FW” in the subject line since it usually an indicator of spam. Make certain that only a few individuals receive any e-mail you may forward, and make sure the content is not infected or absolutely irrelevant.
Not only is replying promptly an indicator of good manners, it is also a very good way to keep your inbox managed. By answering e-mail immediately, you have the option of deleting the message you replied to, limiting the number of messages you have in your inbox. Again, you answer the business phone promptly so there is no reason why you should not reply to an e-mail as soon as you can.
Stick to an e-mail server that has its own virus security, as well as make sure that your company has a policy that takes care of these matters. Make sure that any link you click on or message you open is not a source of threats to the system’s security. E-mail is a commonly used method for spreading Trojans or worms and sometimes, all it takes is a click to compromise the security of the entire company’s system.