Getting Your Emails Under Control with Gerry Devine Practice Manager Adviser.
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Transcript of Getting Your Emails Under Control with Gerry Devine Practice Manager Adviser.
![Page 1: Getting Your Emails Under Control with Gerry Devine Practice Manager Adviser.](https://reader035.fdocuments.us/reader035/viewer/2022062314/56649e415503460f94b33771/html5/thumbnails/1.jpg)
Getting Your Emails Under Control
withGerry Devine
Practice Manager Adviser
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It’s All His Fault...........
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Drowning in emails?
Flood of emails
Volume is increasing
Unorganised chaos
Needless stress
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Keep calm it’s only an email
• A good systematic approach is critical• Too many in your inbox = needless stress and
feeling overwhelmed• Same challenges as managing a physical tray
I can’t see the wood for the trees
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The Big Challenge
• Empty regularly• Schedule in read and work• You’ll feel psychologically unburdened• More in control• Remember an inbox is a reflection of other
people’s priorities and not yours
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The Basics• Use the delete key
- Get rid of what you don’t need• File
- Develop a simple storage system- If you are ‘a when in doubt keep person’ – fine but store rather than clog up your inbox
• Complete the under two minutes ones- Deal with anything that will take less than two minutes with one touch at the first time of
reading• Organise emails that require action and follow-up
-Create ‘action’ and ‘waiting for’ files
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This Simple Systematic Approach
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‘Inbox Zero’
• Your inbox is NOT where your emails should be stored
• It is a temporary holding place• Processed and read emails are NOT in your
inbox they are ‘somewhere else’• Each time you process an email your goal
should be to have a zero inbox count
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Folder Structure
• The workflow approach to email management requires that you create three folders:
• All emails go in here that would take longer than two minutes to respond toReply
• All emails go in here when you are waiting for a response or want to
Waiting
• All other emails go in here that you may want to be able to access later
Archive
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The Two Minute Rule
• Longer than 2 minutes > ‘Reply’ folder• Do not read the same email more
than once• Those who need a quick response get
it and you schedule in time for those that need more attention
• Handling emails as you receive them lacks any prioritisation and is very inefficient
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Email Management Workflow
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The ‘Twice A Day Rule’Key to email management is discipline
This gives time in-between checking ‘to get things done’
1• DON’T look in your inbox every few minutes
2• Schedule in a morning and afternoon review
3• Review ‘waiting for’ folder if no response received within 48hrs send
brief reminder and move folder to archive once response received
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Keep Calm
ANDManage your emails before your emails start to manage
you.