Email has taken over as the de-facto means of communication in a business environment.  The amount of email one has to sift through on a daily basis is staggering.  A recent survey found that most people receive 50 to 250 emails daily.  Reading, responding and filing each of those messages is a laborious task. If you are spending the majority of the day responding to email, it’s nearly impossible to effectively do your job.
Below are several email tips I have found to help manage my time more efficiently.

Unlock the ball and chain
Stop checking your Inbox every time a message pops up.  It’s a distraction and  prevents you from doing your job effectively.  Check your email first thing in the morning and respond to time sensitive messages, then close out of your email program. Don’t just minimize or turn the volume down so you don’t hear the “ding”. Turn it off for ONE HOUR and yes this means you also can’t check your Blackberry or iPhone.  Follow this same pattern throughout the day, you’ll be amazed how much work can be accomplished when you are not being distracted every 2 minutes.

Don’t be super email man or woman
Responding to every email within 30 seconds of receiving it may sound like a great idea, but it comes at a price.  Yes, your client or co-worker will appreciate the quick response, but it may also set the expectation that you will  respond to every email within 30 seconds.  If it’s urgent, respond. However if the request is not time sensitive, mark it as “to do” and come back to it later.” What if I client needs to reach me and I am not on Email?”  Trust me, if it’s an urgent matter, they will find a way to reach you. Another option is to set an “Out of Office” message letting people know when you will respond to their email.

Spam-a-lot
Spam accounts for upwards of 30 percent of all email.  Use your spam filter to identify and sort out spam from your Inbox.  Take the time to mark mail as spam so your system can appropriately block future messages.  Tired of getting the same ten emails from the same company?  Don’t just delete the email, update your spam filter and take the time to unsubscribe from those unwanted email lists.

CC’ing everyone – including your grandmother
Avoid the temptation to copy every person in your office on every email.  Unless there is an action item or a specific need to copy people, don’t. They will thank you for it later.

Filters are not just for coffee
Use the tools your email program already has to help you manage your Inbox.  Set up filters to reply or file messages appropriately.

Keep it short and sweet
Email messages should be short and to the point.  Remember everyone else’s Inbox probably has just as many unread e-mails.  Use proper grammar, be concise and have a well thought out message with a clearly defined action. Remember people cannot often hear the “voice” behind the content of an email. A phone call or in-person meeting is often the best method of communication, especially if you don’t have good news to share.