Top Ten Tips to Dam the Flood of Emails
1. Junk the Lot
In Microsoft, use the Junk Email section on the menu bar, and use Block Sender for the particular sender of that e-mail. That will immediately place the offending e-mail into the Junk E-mail folder. Delete when you have ten or so by using shift key, delete.
2. Colour Coding
Colour code your e-mail. Use Tools, Organise, Using Colour. So e-mails from your Manager can be colour coded red, and read as a priority.
3. Beef up your Internet Security
Move your Internet security setting to medium- high by going to Control Panel, Windows Security Centre, Internet Properties, and set the meter level to medium-high. This provides for safe e-mails and a warning as to anything suspicious. You will however still attract cookies from sites you browse.
4. Unsubscribe
Unsubscribe from every web site or newsletter that is not vital to your business as an information provider. If you miss it or found that the information was practical and helpful, then just re-subscribe. If e-mail still comes, remind the sender about spam laws.
5. Re-Routing
Mail from most sources should be directed to a specific folder. Use a script under Outlook; use Tools, Rules and Alerts. Do a simple rule first like “delete all junk email”. Look up Microsoft Help for hints on more sophisticated rules.
6. Boot the Bing
Turn off the notifications that you’ve got new mail. Those pop ups break your concentration and the little “bing” that accompanies them, is like a subliminal call to activate your “must read now” reflex.
7. Archive
Archive everything. You can do a search and it will bring results which include current, past, sent and archived e-mail. Usually at set times, there is a Microsoft request as to archiving. Press yes and it will automatically be archived.
8. Less is More
Send less e-mail. Less sent means less responses. If you are engaged with one particular person on a daily basis, like your business support person or web designer, compose just one e-mail at the end of the day either in response to numerous sender communications, or detailing the further subject or project matters you have for the next day.
9. E-MAIL Marketing
Remember that your business does not produce revenue from the number sent or received. If you are however sending an e-mail with a special offer for a product or service, then craft that e-mail completely differently from your day to day e-mails. If you are a blogger, add a PS to your e-mail and insert the url for your blog. That will draw more visitors to read the blog. Search Google for e-mail marketing tips. There are in excess of 80 million.
10. Telephone
E-mail is here to stay. You don’t have to love it, but you can’t not leave it. Business is about communication, and e-mail is a tool for business communication. But remember the phone? It’s instantaneous, personal, and profoundly satisfying if all you have is a good conversation. Add a web cam for a live picture. Use Skype to keep the cost of phone calls down.
Phillip Allan is an Australian business growth expert who provides business growth planning and strategic planning to small, medium, and home based businesses through the website.
For more information or more PBDA Top Ten Tips for Business™, browse the website or talk to Philip on 02-96532298.
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