Manage the Mess

 

When I was traveling recently and managing three devices for email with three different email addresses it reminded me that it probably makes sense to speak about email once again.  Truth is I could probably talk about email and how to manage the snarly mess almost every week and we would all learn something new, be reminded of how to handle it better or just take solace in the fact that we are in good company because everyone works all the time to keep on top of it.  So, would you agree we pretty much all do the following fairly regularly?

• Read an email message, but keep it in the Inbox to take action at a later time.
• Read an email message and keep it for future reference.
• Quickly eyeball the messages in the Inbox selecting those we feel we must read, leaving the rest for later.
• Store all previous mail conversations (not just the last one in the string in the Inbox, although they were no longer current and requiring action.

It's really a cluttered way to view "mail", but because there are some advantages to doing things like this, we all do it.  Nonetheless, there are some bad habits we should work on eliminating and some "rules" we should follow so we might get less frustrated and save valuable time. 

  

When I travel I'm always much more aware of how precious time is.  And traveling in different time zones more than doubles the issues.  I find that a combination of wifi connectivity problems (even though I of course carry my own personal wifi hotspot device) and the appropriateness of relying on a small handheld, the iPad or the laptop create a situation where email has the potential to be like one of those springy, wiggling sprinklers that I see kids paying with in the yard.  When the issues are multiplied, it makes sense to take a few steps back and make sure that I try to be more disciplined, not just on the road where it's really tough but also when things are more peaceful, i.e. normal. We're able to employ a lot of the tools that Outlook has for helping, things we just don't get when using our other devices because they just can't do everything that we do when operating from our laptops/desktops.

 

First of all, to reduce frustration just accept the fact that you can't be as productive on the road until you can sit with your laptop fully synced.  And since your time is short when traveling, refine how you handle things from your hotel room, airport or conference and don't get lazy about continuing the practice when you're in office. A big organizing opportunity in Outlook 10 is the ability to identify and eliminate redundant conversations.  Use the Conversation View In Outlook 2010 which displays messages with the same subject under one single conversation. When you receive an email message that has the same conversation title, the entire conversation moves to the top of the Inbox and the latest message is displayed at the top of the conversation list.  Simply click Arrange By and select  Conversations. Now you can view, review and decide on how to deal with the messages in the conversation.  Those you converse with will grow to love you if you're the one who summarizes and highlights actionables!  It's really easy to get rid of entire conversations you no longer want by selecting "Ignore the Conversation" which  moves the conversation to the Deleted Items folder. Then there's the "Clean up the Conversation" command.  One of my favorites!: This command retains only the most recent message that holds the entire conversation and deletes redundant messages.  Very, very cool when combined with our software that lets us save the message to multiple parties in our customer relationship manager (CRM).  That way when you ask yourself "where is that conversation about xyz?", you can quickly search on some of the people you remember were involved and get the whole conversation. 

 

Many of you have assistants who help manage your mail.  I find the Mark as Unread option is very helpful. It's a simple right-click of a message or highlighted messages and choosing Mark as Unread. The assistant or team member can read and gather what they need and then mark it as Unread so it catches your attention.  This is also a good thing to do even if you're the only person reading and responding because you want to revisit a message later because it's been "unread" and needs attention. 

 

Flagging and color coding messages is an absolute must and even scaled down versions of email messaging systems that you use on mobile devices support this. Click the flag icon to the right of a message to mark it as an item that needs to be followed up. You'll remember that color coding is great, but make sure you create a "color code" that keeps things simple.  Use too many colors and you're probably just moving stuff around.  Once you have it set up the way you like it, you will be able to quickly view related messages. If you include priority as part of your color code help make sure you're working on the most important. 

 

So there you have it.  Just a couple of things to keep you sane at home and on the road and I hope your "on the road" involves some fun and meaningful vacation time this summer with friends and loved ones!

 

If you would like to join our blog discussion click here  or I welcome your feedback through email.  

 

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Humphries Developments trades as Eddie Merlots at six locations throughout IL, IN, KY and OH. The chain of upscale steakhouses prefers to occupy spaces of 10,900 sq.ft. in lifestyle centers and freestanding locations. Growth opportunities are sought throughout major metropolitan markets nationwide during the coming 18 months. Typical leases run 15 years. Preferred cotenants include Nordstrom and Saks. Preferred demographics include a population of 35,000 within seven miles earning $100,000 as the average household income. Major competitors include Ruth's Chris Steakhouse, Morton's and Fleming's. A land area of two acres is required for freestanding locations.For more information, contact Dave Cook, Humphries Developments, 5646 Coventry Lane, Ft. Wayne, IN 46804

Emack & Bolio's Ice Cream & Yogurt operates 28 locations throughout FL, IL, MA, NJ and NY. The chain of ice cream shops prefers to occupy spaces of 300 sq.ft. to 1,200 sq.ft. in tourist and entertainment centers, as well as urban/downtown areas. Plans call for 12 openings throughout the east coast and Midwestern U.S. during the coming 18 months. Typical leases run 15 years. Preferred cotenants include movie theaters. Major competitors include Haagen Dazs and Ben & Jerry's. For more information, contact Robert Rook, Emack & Bolio's Ice Cream & Yogurt, PO Box 470703, Brookline Village, MA 02447