In the modern workplace, it is almost inevitable that email will have a significant role to play in the day to day operations.
Offices use it to get messages from one desk or branch to another, retail stores need it for administrative reasons, and factories require it to get information from the main office to the production area.
For freelance graphic designers, the presence of email can lead to an organisational and time management headache, even if you’re only sending and receiving a few messages a day.
Once the emails start to flood into your inbox, the golden question revolves around how much time you are willing to dedicate per day to keeping it under control.
Email has become a victim of its own success. A number of prominent business figures are saying they would rather keep their communications away from ‘old-fashioned’ email.
So this may be the perfect time to start following these ‘best practice’ tips for your inbox.
This way of working theoretically allows you to keep your inbox entirely clear at all times, or you can also employ it to at least leave your incoming message folder empty at the end of the day. This can be achieved by:
You can find more suggestions on achieving Inbox Zero here.
If using your email only makes up for a small proportion of your working activities, leaving it constantly open could end up eating into time that could be better spent elsewhere.
Even if you only open your email software for an hour or two, you can achieve the following:
An ‘out of office’ message can be set up for when you are away from your desk.
Mainstream email software can also be programmed to analyse incoming messages to reply automatically with a pre-set response. The incoming message itself can be automatically filed elsewhere to be reviewed at a later point.
This could be used for the following:
No matter how comprehensive your spam recognition rules may be, there will usually be the occasional email that slips through the net. If this is becoming an issue, you can include the following as part of your daily email maintenance routine: