Keys to organizing your emails
30 December 2012
Read by 1824 persons
Email is an essential work tool. However, nothing is worse than a disorganized inbox to waste time. Tips from Véronique Vellard, a written communication consultant, to best organize your emails.
Optimizing the filing system
Remember to regularly file your messages, otherwise your inbox will quickly become unmanageable. The thematic classification is the simplest.
Whatever email software you use, you can create as many folders, subfolders, and even sub-subfolders as needed. Remember to replicate them identically in your sent messages or archives, to more easily search for an old message.
Choose themes suited to your professional activity, for example, the names of your clients or the deal number.
Taking care of the subject lines
Pay close attention to writing the subject lines of your messages well. On the one hand, this encourages your recipients to read your emails, on the other hand, it facilitates your later filing. Specify the name or number of the deal concerned in brackets, for example, then the precise subject of the email.
If you have several questions to address, write several different messages with a unique subject each time.
Managing your work time
Don't interrupt yourself as soon as you receive a message to reply to it immediately.
Instead, organize your time by scheduling different time slots during the day to process your emails, sort them, complete your address book, consult the newsletters you have received, etc. Know that you can automate the sorting of your emails by defining rules, according to the subject of the message, the sender, etc.
Try not to mix your professional and personal emails. Remember that your professional mailbox is the property of your company. So, use a specific account for your private correspondence.
Sorting and archiving
Delete messages that are not clearly addressed to you and that are filed on another computer. Make a copy of your most important emails on your computer's hard drive, creating an Archives folder. Reproduce the same folder tree as in your inbox to find your way around more easily.
Regarding your address book, fill in as many fields as possible for each contact. Take care of the presentation by always respecting the same typography, for example, names in capital letters and first names in lowercase.
Bien-être-au-travail.fr
Posted on December 30, 2012.
Optimizing the filing system
Remember to regularly file your messages, otherwise your inbox will quickly become unmanageable. The thematic classification is the simplest.
Whatever email software you use, you can create as many folders, subfolders, and even sub-subfolders as needed. Remember to replicate them identically in your sent messages or archives, to more easily search for an old message.
Choose themes suited to your professional activity, for example, the names of your clients or the deal number.
Taking care of the subject lines
Pay close attention to writing the subject lines of your messages well. On the one hand, this encourages your recipients to read your emails, on the other hand, it facilitates your later filing. Specify the name or number of the deal concerned in brackets, for example, then the precise subject of the email.
If you have several questions to address, write several different messages with a unique subject each time.
Managing your work time
Don't interrupt yourself as soon as you receive a message to reply to it immediately.
Instead, organize your time by scheduling different time slots during the day to process your emails, sort them, complete your address book, consult the newsletters you have received, etc. Know that you can automate the sorting of your emails by defining rules, according to the subject of the message, the sender, etc.
Try not to mix your professional and personal emails. Remember that your professional mailbox is the property of your company. So, use a specific account for your private correspondence.
Sorting and archiving
Delete messages that are not clearly addressed to you and that are filed on another computer. Make a copy of your most important emails on your computer's hard drive, creating an Archives folder. Reproduce the same folder tree as in your inbox to find your way around more easily.
Regarding your address book, fill in as many fields as possible for each contact. Take care of the presentation by always respecting the same typography, for example, names in capital letters and first names in lowercase.
Bien-être-au-travail.fr
Posted on December 30, 2012.
