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Manage the Madness:

Manage the Madness: . Keys for Managing Inbox Overload and Smartphone Squawk. Why is my inbox so crowded?. Consider these stats and projections from the  Radicati Group  cited in a  Wall Street Journal  article of 11/27/07

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Manage the Madness:

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  1. Manage the Madness: Keys for ManagingInbox Overload and Smartphone Squawk

  2. Why is my inbox so crowded? Consider these stats and projections from the Radicati Group cited in a Wall Street Journal article of 11/27/07 Average number of corporate emails sent and received per person, per day:2007: 1422008: 1562009: 1772010: 1992011: 228 Percent of work day spent managing email for the average corporate email user:2003: 17%2006: 26%2009: 41%

  3. Rule #1: Schedule Email Time Scheduling a specific time to deal with email daily will allow you to more efficiently handle email.

  4. Rule #2: Stop it Before it Starts We do get many emails (Community Announcements) that are important to read, but do not need to be read immediately. • Set up a Rule and Folder for them • Check them two-to-three times per week My Community Announcements folder is called Inbox Comm. Ann—that way I can see that there are unread messages in it and I don’t forget to click on it a couple of times per week. Use this technique for professional associations, mailing lists, etc..

  5. Rule #3: The Two-Minute Rule The two-minute rule posits that if you can deal with an email in less than two minutes you should do so immediately.

  6. Types of Email Most email falls into one of the following categories: • Junk • Information • Action • On-going Correspondence

  7. Deal with the Junk Junk email can be dealt with in two ways: • BLOCK IT, don’t just delete it! • FILTER IT. Create a rule that will look for specific words and send that email to the trash or to a folder.

  8. Delete or Sort the Information Sometimes informational email only comes around occasionally from different people or groups. When you encounter this type of information make a quick decision about how to deal with it:

  9. Delete or Sort the Information, cont. Requires no action: delete it! Is a reminder you need: click and drag the email to a date on your calendar. That will help you create a reminder. Don’t forget to delete the email from your inbox. Is something to act on later or work on over a longer period of time than you have at the moment: drag it to the task bar and create a task. Save it for future reference: file it in a folder.

  10. Take Action Any email that requires a quick reply or action on your part should be dealt with immediately. However, once you deal with it, either file or delete the message. (Remember, your reply will be stored in the Sent Mail folder, so you’ll still have a copy of the original under it. )

  11. Sort your Conversations Outlook has a view that can allow you to see your email conversations with a group or person as a threaded correspondence. This will help you see the developing discussion. If you are in a conversation with a large group, it will be easier to keep up with. However, it still will keep things cleaner if you pop all of the messages in a folder and select View  Conversation.

  12. Now you’re ready to read If you’ve • filtered group or common correspondence into folders, • deleted the junk and information you don’t need to keep, and • moved things to be done later to tasks or your calendar, you’re ready to deal with your email.

  13. Declaring Email Bankruptcy Email Bankruptcy is zeroing out your inbox. Afraid to hit Ctl+A to select them all then press delete? • Create a Folder, perhaps Inbox Old, and move them all there. • If you haven’t gone back to anything in that folder in, say 6 months, delete them all. • Save the folder to declare Email Bankruptcy in the future.

  14. Smartphone Tips • Edit your sound profile. Turn off the sounds and lights for email and don’t check it all the time. • If you can reply quickly, do so then delete it from handheld and mailbox. • Don’t be afraid to read it and decide to deal with it later at the office during your scheduled email time. • Most student questions only require a quick sentence or two. Make the most of that and let students know your final check time. • Let students know they can text you at your email address. Many will ask those quickly dealt with questions that way, saving each of you time in the long run.

  15. Pay it Forward and Practice the Golden Rule "The cost of email is almost nothing from the sender's point of view, but for the recipient, in terms of time and attention, it's high. Senders don't think about what it costs the recipient. . . . Because the cost of sending is so cheap... we over-send, we over-inform people.“ (Patricia Wallace, qtd. in Heussner)

  16. Works Cited and Consulted Babauta, Leo. “Email Zen: Clear Out Your inbox.” Zenhabits.com. 17 Aug 2010. Web. Heussner, Ki Mae. “Tech Stress: How Many Emails Can You Handle a Day?” ABCNews.com 10 Jul 2010. Web. 17 Aug 2010. Idinopulos, Michael “Email Overload: What Went Wrong?” Transparent Office. 17 Aug 2010. Web. McGhee, Sally. “4 Ways to Take Control of Your Email Inbox.” Microsoft at Work. 17 Aug 2010. Web. “7 Ways to Organize Your Email.” Microsoft at Work. 17 Aug 2010. Web. Whittaker, Steve and Candace Sidner. “Email Overload: Exploring Personal Information Management of Email.” Conference on Human Factors in Computing Systems, April 13-18, 1996. Vancouver, British Columbia, Canada. Web.

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