email organization tips
TRANSCRIPT
Email Organization Hacks
Get your life in order, all ready!
Joyce BraffordNCBA Center for Practice Management
Prioritize!Define your top 6:
Top people or Top Matters that are highest priority this week
Focus on priorities first.
Delete as Soon as Possible
If you’re not going to read it, respond to it, or delegate it, DELETE IT!
Your inbox is not a task list- keep reminders elsewhere
Use Folders
Organize Your Email for Future Reference.
Use matter-numbers, dates, names- what ever makes sense within the context of your officeThis is no time to get creative
Only save emails that are important for record keeping, client communication, or other long-term purpose.
CategorizeUrgent/ Priority Matters
Important/ Non-priority MattersNon-urgent/ low importance
Every email fits into one of these categories. Assign every email a priority level, and start working your way through.
You’re not a fast food establishment- Your email priority isn’t “first come; first served.”
Schedule Email Time
Schedule time to read and respond to email. Stopping every 5 minutes to check your account wastes time. You lose time regaining your train of
thought, moving back and forth between programs, and… SQUIRREL!!
Use Your Task List• Use your built-in task list for follow up activities.
• Don’t keep an email in your inbox as a reminder
• Create specific tasks with deadlines to be more productive
Use Supplemental Programs
Use programs like Follow Up Then to send you automatic reminders, follow-up notices, and to resend email at a
time when you can handle it.
