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“YOU’VE
GOT MAIL!” Whose voice is this that continues to stress
me out? The postman quietly puts mail in the my mailbox.
This does not stress me out. Only a computer can make
me feel so powerful, yet so helpless. Overflowing e-mail
boxes and poorly labeled computer files are just a few
of the frustrations that come with the electronic age.
But remember, we’re the ones who operate these systems,
so it’s up to us to develop ways of managing the digital
clutter. And that’s where the power comes in. We have
the power to create effective e-mail management systems
and electronic file organization.
E-mail
Management
A 1998 national study of more that one-thousand workers,
conducted by the Institute for the Future, found that
the average worker sent or received 190 messages per day
through various methods, including mail, telephone, e-mail,
fax machines, pagers and cell phones. Seventy-two percent
of those surveyed said that more than half of their messages
were electronic.
Very
few people who use e-mail receive formal training on how
to organize all the accumulated messages. Yet an effective
e-mail system is easy to establish and maintain — as long
as you don’t make it too complicated.
1.
Reserve Your
In-Box for Action Items
The email in-box should only contain e-mails that need
some sort of action or response, whether a quick reply,
further investigation, or some other procedure. This becomes
your “action list.” All other e-mails should be deleted
or filed to e-mail file folders. Keep your in-box cleared
of messages that have already received a response.
2.
Set Up E-mail File Folders
You can create as many sub-folders within your inbox as
you wish. Each browser is a little different, so refer
to your help menu for specific instructions. Set up individual
folders for people with whom you communicate often. Create
additional folders relating to specific projects, events
and companies, and a holding file for pending e-mail that
you plan to keep for a very brief time. Last, but not
least, create a folder named “Important” for high priority
items. These storage folders should be temporary resting
places only. At some point, they will need to be purged
and deleted from the system.
3.
Put Complete Information in the Subject Line
K.J. McCorry, president of Officiency, Inc., suggests
that you make sure to enter complete information in the
subject line when sending e-mails. Words like “update,”
“hello,” and “information” are very ambiguous and make
quick filing difficult for you and the recipient.
Put as much information as possible in the subject
line to clarify the message. This will also assist in
locating the e-mail later on.
4.
Ongoing E-mail Management
Those who receive fifty or more e-mails daily should allot
about two hours a day to review and file. Try to download
and respond to e-mail no more than twice daily. Schedule
this time on your calendar and communicate the time slot
to others. Constantly reading and responding to e-mail
is disruptive and can sabotage your day. Avoid printing
e-mail and remember to delete regularly.
Electronic
File Management
In another article we discussed paper filing (see “Filing
Systems: A Four-Step Formula That Really Works”). The
same basic logic — using broad headings with obvious names
— should be applied to computer files and file folders.
Think of the main folder as the “file drawer” — clients,
marketing, associations, personal — then create subfolders
from there.
Computer
files can be categorized into “action,” “reference” and
“archive.” Remember…create files in your computer to match
the paper filing system in your office. You can create
file folders (or the equivalent) within any Internet browser
or word processing program, and on any platform. Follow
the instructions in your help menu or manual.
Do
not get carried away and create too many levels (subfolders).
In general, you should not build deeper than three subfolder
levels. Also, try to limit the number of documents you
keep in each folder. According to Susan Silver (Organized
To Be The Best!, Adams Hall Publishers, 1995), one rule of thumb is to create a new folder every time you accumulate
more than 20 files. The fewer files you have in a folder,
the faster a file can be found. And, as with all else
in managing your filing system, remember to periodically
review, purge, and refine.
Put
the power back where it belongs — in your hands. Computers
can’t organize you . . . but you can organize what you
need and want from computers. Eliminate digital clutter!
Sally
Allen, Professional Organizer
A Place for Everything, LLC www.aplaceforeverythingllc.com
"Organizing for Stress Free Living" at 303-526-5357
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