For the last two months, I’ve been changing the way I view my email accounts. I’ve noticed that NOTHING I get is ever an emergency that needs action this very minute. I’ve also noticed that if I don’t read my email until 11 a.m., I accomplish more and when it’s time to read my email, I can go through it much quicker — to answer, delete, or move to an appropriate folder.
Email can be so time-consuming, it’s not surprising that in his book, "The 4-Hour Workweek", Tim Ferriss recommends creating an automatic email that says you read your email once or twice a day. (I’ve read the book and used this one idea, but found many ideas from the book to not be relationship friendly, so I gave the book away.)
Here’s an automated note I like because it’s customer service oriented…
Thank you for contacting Elevating Your Business.
In an effort to better serve my clients best and attend to requests for Interview Sessions, information, etc., I am reading my email at 11am, 3pm, and once after hours..
I’m also returning all phone calls that are not in regard to orders twice per day, too. All calls regarding orders will be taken as they are received.
Your email and phone calls are important, and therefore I want to give you all the time you deserve. Our system of returning non-order emails and phone calls will help us accomplish this.
Remember: never leave orders of any sort or questions about orders on voice-mail or send them to us in an email. Always call us.
Any other words your Compliance Officer prefer go here.
Here are a few more email productivity tips from me:
1. Create a REMOVE Folder
Always unsubscribe to newsletters you realize you don’t want. However, instead of interrupting your day to find the unsubscribe link and verifying they actually unsubscribed you, do this instead: Create a REMOVE folder in your inbox. Quickly move any unwanted emails into that folder. Then, pick a day each week (I like Friday afternoons) to go into that folder and unsubscribe to anything you no longer want.
2. Create Different Email Addresses
This tip works when you own a website domain name on a hosting service that allows multiple email addresses. I create an email address to receive mail for many different aspects and functions of my business: my business cards, newsletters I read, my clients, the forms people fill out to contact me or apply for a free session, my website, etc. I set filtering rules so these email addresses divert to different Outlook folders. When I’m busy, I can quickly scan my Inbox and make sure I read email from my clients and prospects.
Enjoy these tips collaboratively brought to you by a few of my clients or newsletter subscribers!
3. Where Did I Put My Member ID#?
I create a SUBSCRIPTIONS folder where I put all the “Welcome” emails from accounts I create, such as my airline points club or online shopping retailers. They always have the contact information on them if I need to reach someone from that organization, and sometimes it reminds me which login name I used to subscribe or lists my member ID number. Many times, the Welcome email also gives me links to forums or other handy information that I know I’ll want to refer to later, but not necessarily add to my "master list" of logins and passwords. Creating a special folder saves me a lot of time because I don’t have to look through all the email in my inbox to find them.
— Chris Mifsud, WordWizard, Orlando, FL http://www.wordpowermarketing.com/