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How To Manage Your Email

Here is a great way to manage your e-mail so you don't get over loaded

First, give yourself only 5 options.

The first option is to read it and delete it. (or Archive it) Try your best to simplify your archiving. Remember most e-mail programs (I use Gmail) have a search function so you can have a single Archive folder and put in there. Most people do not need an elaborate structure for their archives.

The second option is to delegate the task to the person that would be best to take care of the issue. At the same time you can make a reminder to fallow up in a week or two to make sure that who ever you delegated it to has indeed taken care of it.

The third option is to respond to it. A one to three line response usually should suffice. Don't spend more than one or two minutes on it. A great site that gets this point across is sentenc.es/. Check it out.

The fourth option is to defer. This is tricky but if it's something that is going to require some time and possibly you need to look up information for it. You could make a To-Respond folder and through out the day you try and get as many of these done as possible so when you start your next day you're not faced with things from the day before.

The fifth and final option is to do it now what ever the task is and be done with it. If it's a meeting or something that you can't or wont do right that moment, put it on your calendar, do something to make a place holder for it other than your e-mail inbox. Liberate activity out of your indox...

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