Take responsibility and don’t always cc everyone – just so you are on the safe side.
Someone delegated that task to you because they trust you that you can do the job and they want to focus on different matters at hand. You are actually showing that you are not quite up to the job.
Ask about a company policy surrounding e mail. If your company doesn’t have one – maybe it’s your job to get the ball rolling. Remember: up to 30 % of time is wasted with attending to e mail. That should get HR and Finances interested in the project!!!
Don’t always ‘reply all’. Same as cc and bcc. Not everyone needs to know and just because outsiders send their e mails to everyone (they might not have thought about it) doesn’t mean you have to do the same.
Have a go at deleting e-mails in regular intervals. Diarise it, or do what I do, I take my laptop on long drives, get hubby to drive and delete e mails.If you are using outlook, sort your e-mail by the ‘from’ column. That way, your brain doesn’t have to switch between persons and projects too much. Deal with some arising issues straight away. Flag others and put a deadline on them. Don’t forget the sent items. It tends to be a bit harder, because we are all such geniuses that we don’t want to get rid of our own creative writing.
Set up rules in outlook about into which folder e mails should go. For example newsletters you subscribe to. If you don’t get to it in a month, chances are they are outdated, and you can ‘ctrlA’ the whole folder and … Off it goes. Once you have done a good purge, delete the deleted item folder. ‘CtrlA’ should become your favorite key combination.
Have a separate email account for mail outs, Face book notifications and Newsletters. That way, you are not distracted by a constant flow of e mails telling you that someone has written on your wall or very unimportant mail outs about cat proofing your garden.
Same goes for private and business e mails. If you have separate accounts, it’s much easier not to check them on the weekend. It’s life balance we are talking about!
If you want to know more about e-mail and time management why not book our 90 min on line course.