| Greetings!
Hope you're enjoying April! It's beautiful here in New York.
I'm in the States, headed to the annual NAPO Professional Organising conference in Orlando, Florida. It's 3 action packed days to learn new skills, new services, and to find new organising products. I'm very excited to be going!
Please enjoy. Happy Organising! |
Organise Your Office part 4: Emails
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Getting organised can remove unnecessary stress and enable efficiency. It can all be so much quicker and easier if you are organised. Here are some tips to help you set your office up in an organised manner. This month we will tackle the last section of your office.
Email is the most popular and common means of business communication. Unfortunately the amount of emails (both relevant and irrelevant) that we receive every day can be daunting and frustrating. Emails are the same as snail mail; they need to be dealt with on a regular basis. You should try to read and categorize your e-mails every day during 1 or 2 set block(s) of time. Here are some tips for staying on top of your emails:
- Create subfolders for major categories as needed Here are some suggestions:
To Do
Delegated
Clients/customers/Projects
Personal
Committees and Boards
Resources
Meetings
- Keep your "to do" items in your inbox so you don't lose track of them. Alternatively, mark significant items as 'Unread' or with a 'Follow Up' flag so you are reminded of their importance.
- Once you have replied to an email, drag the original email and the sent item into the appropriate sub-folder.
- Remember to archive your emails. Archiving creates more space on the mail server and ensures that you keep any relevant business correspondence.
- Delete anything that is irrelevant immediately.
- If you use Outlook or a similar program, learn how to set up rules to sort your emails. The Rules Wizard can help you to process and organize messages automatically. It can redirect, forward, file and categorize emails for you.
- Consider setting up a separate email account for subscriptions and newsletters and check it periodically.
Stay on top of your emails and you will be able to breathe easier. Take some time every day or week to deal with them when you won't receive interruptions or be distracted. Good luck! Here's to more efficiency, less stress, and more success!
Next month: Creating a Functional Office
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