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Whether you use email for work and for your private life, these ten tips will help you to manage it in an effective manner.
- Never use email for urgent matters. It is more effective a phone call or talk in person.
- Write your emails as if you read them without knowing anything. Email is a impersonal communication channel where there is no nonverbal language. Don’t be implied and you will avoid unnecessary misunderstandings.
- There is not multitasking, why do you insist on attend and manage the email while you are doing other tasks? Focus your mind on those tasks. Disable email notifications or closes your email client. Avoid distractions, worries and stress.
- Dedicate an exclusive task for managing email. Book your calendar for two to four daily blocks of 15 to 30 minutes.
- Try to have an inbox as clean as possible. All email not related with your work creates noise, distraction and waste of time. Review your newsletters and news subscriptions. Unsuscribe those that are not important. Migrate your news to feed readers.
- The review must be always realised from the newest email to the oldest one. When you find an email chained sequence, you can read all the emails at once, and thus work and answer in the most updated context.
- In the revies, dispatch the microtrasks. If an email requires an immediate response or a task that needs an action of three minutes or less, do it immediately. Avoid the procrastination.
- In the review, process and classify. When you find an email that is informational and requires no action, move it to the corresponding organizational folder. If the email is a task, move it to the folder “Next” (if it needs an action for today or tomorrow) or to the folder “Queue” (if it is not urgent).
- When you are upset, angry or stressed, do not send the email: save it as a draft. Later, with the coldest mind, check email and modify it using a more friendly tone. Avoid excessive conflicts and take better decisions.
- Read your email three times before sending. In addition to reducing errors, you will improve the message, you will remember things you forgot and you will have the carefree mind to undertake other tasks.
What do you think of these tips? Do you have any other tips to share?
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