Work

Efficiency in email processing moderates precious time and decreases workload.  In the sense of decreasing workload and stress, Banenrijklimburg provides advice on how process your email in an efficient way.

1. Decrease the number of incoming emails
This seems obvious, but it is not self-evident.  Unsubscribe at newsletters and take care of a good filter on your email system. Keep private and business email separated. This enables you to process only those emails which are work related.

2. Respond only when necessary
Not every email requests direct answer. Often, you only receive a cc mail to inform you about the progress of the communication. No one expects you to answer these kinds of emails. So don’t answer! If you have to answer, do this in a short and efficient way and send it to only the person who will need your answer.

3. Forward email only if necessary
Do not forward emails without a purpose. Only if it is necessary. Do you have to do this anyway, summarize the email and explain why you forward the original message. The receiver may decide for himself to take a look at the complete email correspondence.

4. Read your email at fixed times
Do not open your email inbox every minute, but set a time to do this. Depending on your activities, you could for example, read your email every two hours. Do not read emails twice but try to process your emails right away. Does it take longer to answer a specific email? Then create a folder ‘follow up’.

5. Keep your inbox empty
Do not leave old emails in your inbox. Archive them after you respond.  

6. Use features of your email program
Your email program can do more than just sending emails. Create folders to archive your emails and adjust an out-of-office replay when you’re not at work for a while. Another option is to link tasks to emails. Open the email, click on the flag in the task bar and point out what to do.