Online Training on Email Management

Officiency, Inc.  has just launched an updated online email management training series. You can now purchase any of the courses directly on the website at  Officiency Products.

This course on managing incoming email will review the three key strategies to email management. You will learn how to reduce incoming emails, tips on how often to check email and how to process incoming email messages.  There is a variety of email resources available including Tips for Email Management Strategies.

Click here for more information on Officiency online trainings. If you would like to schedule an in-person training on Time and Email Efficiency, contact us!

Reduce the Email Inbox: Set up Rules and Filters

Compounding the sheer volume of email is even more problematic because most of the e-mail we do get, we don’t really want. The London Times  in 2010 reports that eighty eight percent of e-mails are considered junk by the average office worker including spam, newsletters, solicited and unsolicited e-mails. One way to reduce the email inbox clutter is to set up email rules and filters.

Use the rules or filters function, available in your email program, to help in the initial sort of incoming e-mail. Some e-mail software will use the term “filters” and other software will use the term “rules,” and they are essentially the same function. When you set up a rule or filter, the incoming e-mail will re-direct and move to a different file folder. It is then diverted from your in-box entirely. This is particularly helpful for filtering distribution lists and/or newsletters that you may not need to see daily and could review on a weekly or monthly basis. This is also particularly useful if you have a friend who always forwards jokes or other unimportant e-mail that you can filter out automatically.

Click here to learn more how to set up a rule in Microsoft Outlook.

Click here to learn more how to create a filter in Gmail.

Reduce the Email Inbox: Get Off Subscription Lists

You may have noticed that your e-mail in-box volume is growing rapidly. If you are like many people, it could be growing at a rate of 66% a year, according to the E-Policy Institute. According to a study by The Radicati Group, the average corporate email user will send or receive over 219 messages per day by 2013.

One step to managing e-mail volume to reduce your in-box clutter is to get off subscription lists.  Start now and unsubscribe to all those marketing and newsletter lists that you seem to which you have been subscribed. Most marketing and newsletter type e-mails, have ‘unsubscribe’ options noted at the bottom of the e-mail. These are typically hyperlinks that will connect you with an e-mail marketing service which will automatically remove you from the list. It may also provide you with alternate e-mail options such as, preferred topics and frequency of email. This is not to say that you couldn’t get yourself back on the list through reactivation if you wanted to, but it will take you off the majority of unsolicited e-mails.