AIIM Best Practice - Controlling Email
ERM Community Wiki
Email is a pervasive part of business addressing all aspects of our business lives. To some, it is the center of their business communication and the primary business application that they use. The sheer volume of email that is handled on a daily basis can be overwhelming. Information workers spend hours daily reading, responding, and collaborating on work. So, with all the time that we spend handling our email, why is it that our email is out of control.
Are you one of the few who have your email in control? Are you struggling to try to get your email into control? There are tools available. With so many people using email, there are certainly many tips and techniques for addressing the problem of email management.
Share your tips, comment on these, or modify them. Let’s make this practice into a ‘best’ practice together.
- Set aside a specific time(s) throughout the day to read, respond or file email.
- Handle email in batches.
- Employ the 4 D rule – Do, Delete, Delegate, Defer.
- Make use of filters.
- Establish an email inbox folder directory – Respond, Action, Hold, Waiting, etc.
- If email message requires research, schedule time to do it.
- Save important attachments as you read the email.
- Touch email only once.
- Think of your email box as your task list.
- If you subscribed to an e-newsletter or email service and find you are no longer reading the items, unsubscribe.
- Adjust your junk mail settings and/or spam filters.
- Empty your delete folder often.
