5 Ways To Master Email Organization

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If you haven't been doing a good job of email organization, this could be literally destroying your productivity, and wasting a ton of your time. If you take an average 2 minutes with every email, and you get 50 emails a day, that's 1 hour 40 minutes a day you're spending on email! Here are 5 ways to organize your email so that it makes your life easy instead of adding unnecessary time and stress to each of your days.

1.Make information easy to find. It sounds simple, but most people I know don't do this! I know several people who will search for information on their desktop or in their email many different ways before finding it. This of course costs time and energy, and could potentially get you in trouble with your boss, or others who are relying on you! Making information easy to find, in a folder system or something else that works for you is the first step in being more productive throughout your day.

2.Make your system simple. You never want to be lost in an abyss of email messages! Take time now to set up your email organization system. The clients that I help on a daily basis see that our email organization techniques work 100% of the time, as long as they are put into use! The first step to simplicity is to organize your inbox so you can find the information you need quickly, easily, and without stress.

3.Set up an email reference system. This is easy. Just divide your emails into reference information and action information. Reference information is an email that requires no action on your part. It might be useful later, and should be stored in a customized folder.

4.Set up an action system. Action emails are those that require you to take some sort of action, whether it be an assignment, request, or a project. Set up folders with a priority level (usually A and B or 1 and 2 works best, but you can decide what the best way is for you). This can also be included in your calendar, your daily to do list, or whatever daily planning system you prefer.

5.Check your email only at specific times of the day. Checking your email first thing in the morning can lead to starting off on a stressful note, a lack of productivity, and lost time. An effective way that I have found to avoid this is to schedule your email time, so you allot 3-4 slots each day of about 20-30 minutes to read, respond, file, and delete email messages. You might want to check once mid-morning, and twice in the afternoon to cover the day. This one is probably the hardest for most people, even though it's so simple. Make a commitment to practice doing these five simple practices over the next 30 days, and then it will become a habit!

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