Archive for June 10, 2009

You’ve Got Email by Robert Finkelstein

Posted in General Management, Time Management with tags , , , , , , , , , on June 10, 2009 by Robert Finkelstein

email“You’ve got mail. You’ve got m–. You’ve got–. You’ve g–. You–. You–.” Luckily, my computer doesn’t talk to me, because if it did, it wouldn’t get the chance to finish the sentence. I used to get well over a hundred business emails a day. Add in the personal and the span, and the number more than doubles. Let’s just consider the business ones, shall we? Short emails, long emails and a whole lot of attachments. So if I receive 100 emails and spend an average of five minutes on each, including reading and digesting the attachments, and formulating a response…that’s 500 minutes!! Doing the math…YIKES…we’re talkin’ 8 hours and 20 minutes. Correct me if I’m wrong, but that doesn’t leave much time for anything else…and that will drive you CRAZY!going-crazy

So how do you manage your emails? Do you manage it at all?

I’ll cover different aspects of managing your daily emails in more detail in future blogs. Here are a few thoughts to get you started, in no particular order.

1. Can anyone screen your emails for you? If so, I recommend having them printed.
2. For emails with ongoing concerns, write them on your To Do List.
3. Try not to read the same email more than once.
4. Explore programs like iDictate to record emails.
5. When you’re done with an email, move it to a subfolder (which you should create for each incoming email contact). Don’t leave it in your Inbox.
6. As an Outlook user, you can select a color associated with a particular email contact. When you receive an email from that person, the font will be colored. Helps in prioritizing.
7. Train those who write you. If you don’t, people feel like they have permission to write you all the time, and for the most inane things. Educate them on how the subject line should read, how frequently they can write or cc you, and what to consider a priority,
8. One of my most important suggestions, after you consider the ones above is to manage your time on emails. Designate specific times during the day when you do emails. Create an auto-responder that lets everyone your availability…and stick to it.

“You don’t have mail. You’ve got time to do other things.”

If you have any questions or comments,
please write them below or email me at