File Your Emails and Find Them Fast

Is finding lost email, due to lack of email organization and a poor filing system making you nuts? It’s time to take action. The alternative is not a pretty picture. If you choose to avoid taking action now, then brace yourself because the next days ahead will surely be tough. For example: let’s imagine that you don’t organize your email and leave it as it is for weeks or even months. If you receive an average of 50 emails a day, just multiply that by the number of days you have avoided organizing your inbox and that could add up to a thousand emails in just a month!

If your boss work sends you something urgent and important via email, can you easily find it? If you can, then you must be exceptional. Based on our experience, it’s more probable that you will have to undergo a series of failed attempts before finally fining the right email. Plus, once you do find it, you probably will have already spent too much time and energy in doing so. That is why email organization is very important nowadays. It will save you from needless stress and distraction, enabling you to be more efficient, effective and productive at work. Won’t that feel good – isn’t it wonderful to feel productive?

Getting lost in a sea of email messages is absolutely avoidable. If you take the time and the initiative to organize your email now, as simple as this suggestion may seem, the results of your actions will be tremendous. Based on the number of clients that we are helping daily, we know for a fact that our email organization techniques will always work as long as the techniques are constantly put into play. There are many email organization techniques and methods practiced today yet the simplest ones remain the best. Learning how to organize your inbox will help you file your email effectively so that you can find them fast anytime, saving you time and energy.

A simple way to organize email is by setting up a simple email reference system. Basically there are two types – reference information and action information. Reference information can be considered as the type of email that requires no action. Simply put, it is just a reference that could be useful later. Reference information email messages should be stored in a reference folder or another customized folder. On the other hand, action information email messages are those that require urgent action, such as assignments and projects at work. To deal with this type of email, you can store them in a series of different folders that is labelled by their priority level. You can also incorporate an action information email in your daily to-do-list or your weekly calendar to highlight its priority.

Probably the simplest way to practice sound email management is by allotting a specific time within your working day to check email. Most people have the habit of checking their email first thing in the morning before they start their work, thus leaving them stressed, distracted and unproductive the whole day. We suggest that you schedule uninterrupted time to read, respond, file and delete email messages in the afternoon or in the evening after your first priority tasks are behind you. It is so simple but not uncommon for people to have a hard time practicing this. At the end of the day, it all boils down to this, it’s a matter of conscious choices – either you run your email or your email runs you.

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