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Tips to Avoiding Email Burden

Many managers, sales representatives and marketing persons complaint every day that they have to deal with lots of e-mails from customers, from team-members, from higher authorities, from web-sites, from partners and also from other companies. One recent study shows that more than one hour of an employees working time is taken for reading, replying and forwarding e-mails. Here are some tips for managing this burden of email overload.

• Make a schedule for reading and writing emails. If you are dealing with huge number of emails, it will be better to manage your mails in 3 time periods a day. Morning for reading very important messages and replaying those that require instant reply. Afternoon for reading and replaying messages which is meant for that day and evening for checking all other mails.
• Differentiating necessary messages from unnecessary ones is very important.
• Creating a specific time for company and team mailing; so that everyone can adjust to that.
• Instantaneously move spam mails to where they should be - spam folder.
• Doing internal communication through special company systems like CRM or SFA software. This is more secure and reduces your mail burdens.
• Telling others to use good subject line and brief mail content.
• Using some symbols or acronyms for specifying mail type like URG for urgent.

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