How it is productive to work with e-mail?
If to you one letter a day comes or if you have a lot of free time, then everything written below for you is irrelevant. If every morning, having come to work, you see the list from headings of unread messages on several screens and, like a jackal hungry, rush on " headings; how to learn Spanish in three minutes a day, so far your wife is picked a handbag at the " ATM; perhaps, it makes sense to examine experience of the author in this sphere.
In the sphere of processing of the entering electronic correspondence, but not in the sphere of a kovyryaniye in ladies` handbags or studying of Spanish. You look, it will help to increase personal efficiency of work, to become one of the best staff of the company, to achieve increase of a salary and increase in a position, to hammer together a kapitalets and to buy to pension a nebolshenky bungalow on the Bahamas from which bamboo steps palm venichka under samba sounds, invitingly shaking hips, bronzovokozhy mulattos to whom " will gently brush away white grains of sand; it was just executed eighteen “. So.
Rule No. 1. To use the list of the arrived messages (inbox) as the list put (todo list). the Mailbox (means of inbox , but not catalogs with the letters sorted on them) has to be empty! Exclusively motivating rule especially suiting any managing directors. We pass each letter via the " filter; whether it demands any action from me or it is sent simply to inform? “. If no action from you is required, then after reading the letter needs to be transferred to the corresponding catalog (or to mark with a tag (label) and to transfer to archive if you use of Gmail ).
By the way, if you - in the column “ ss “ at least, for everyone who is familiar with rules of netiquette or a netiket (netiquette), it automatically means that to you it is sent “ copy “ letters, that you “ were aware “ and personally from you no immediate actions are expected. It makes sense to report to colleagues and partners about your such rules of processing of incoming documents - it will help them to communicate more effectively with you and will relieve of misunderstanding.
There is such algorithm applied in multitask operating systems as “ shortest job first “ (literally: “ the smallest work - the first “) meaning that to performance it is always necessary to choose that which demands the smallest time for execution from the list of tasks. Not always this algorithm yields good results. For example, if the stream of routine small affairs overflows you with the head, then, following it to algorithm, you will never be able to be engaged in big and important issues. Generally, “ think, solve “ whether it is worth applying this way to your situation.
This rule is applicable to processing of incoming documents means approximately following: if the come message all - demands from you any gestures, but these gestures are minimum, it is better to process the arrived message immediately, “ without shelving “. If to postpone “ for later “ in the sum of time will be spent more: it will be necessary to open again, again to read, again to penetrate etc. It should be noted that here it was talked of really routine letters and tasks, but not of those fatal messages which it is necessary “ to write in the evening, to put in a table box, to re-read in the morning and to burn “.
Rule No. 2. Use catalogs and tags. Practice shows that even despite existence of presence of function of search in each client software respecting itself for work with e-mail, sorting of correspondence is repaid. Accept it as an axiom: if you gather “ to come “ in this box it is more than four times, it makes sense to keep order in it at once.
Rule No. 3a. Develop standard structure of catalogs for a mailbox. Irrespective of for what this or that mailbox is used, a certain sort of category of letters come to any of them. For example, it is very useful to have the catalog for not really important letters which equally is called in all your mailboxes. At different times at me this catalog was called differently: “ ignored “ (ignored), “ not important “ (unimportant), “ swapfile “ (the file of pumping - the concept from one book on management of time), “ With “ (the concept from other book on management of time - to appropriate to affairs a priority from the highest And, to the lowest C).
Rule No. 3b. Develop standard structure of catalogs for projects. Even number them that also their sequence was same. For example, “ requirements of the customer “ “ " tasks; etc. - at everyone they will be the. Beginning the new project, at once create under it the catalog with standard structure of subdirectories. Thus, you will transfer the experience, the “ procedural practices “ with “ old “ projects on new. Besides, it will be easier " subsequently; to lift affairs from " archive;.
Rule No. 4. Use automatic filters. Spam - filters - by itself. Here it is rather about all regular and not really important notices coming in the form of e-mails. Many of them are not worth at all it that you were distracted by them in process of receipt.
Rule No. 5. “ To Business - time, a fun - hour “. Concerning e-mail it means: have separate mailboxes for work and for personal correspondence. “ Flies - separately, meat - separately “. Use a corporate mailbox only in the working purposes. It, in particular, will reduce quantity of spam coming to the working address: you will not be “ to shine “ it on everyones “ left “ websites.
Of course, some irresponsible persons from among colleagues will try to send you all silly pictures to the working address. In that case:
- we ask the irresponsible colleague to send silly pictures on such - that (non-working) address;
- or we create the automatic filter placing silly pictures from the irresponsible colleague in the corresponding catalog (option - directly in a recycle bin; option - sending on “ correct “ the address) if it is possible, or we do it manually.
By the way if it is difficult for irresponsible colleague to remember your second address for its silly pictures, then, perhaps, its mental abilities and will power will be enough for that in a subject of letters with silly pictures to begin with some same word or the phrase, for example, “ spam “. It considerably would facilitate to you automatic processing of the letters arriving from it with silly pictures.
In general it makes sense to make several mailboxes (e-mail addresses). Too much - it is bad, but also it is not enough - too it is insufficiently good. Have it in a look as option. In a case with silly pictures from the irresponsible colleague, for example, it is possible to create specially a mailbox especially for these purposes. To check two times a year in day of an equinox. Well, or once a week on Fridays.
In conclusion I will tell one story demonstrating generally the fourth rule at work and also Pareto principle.
In one project we used information system for management of tasks. To the author, as to the head of group, the notice every time when any task went for execution came. To react immediately to each such message no need was perfect: in - the first, distribution of the collected tasks was one of my daily “ routines “ and in - the second, at the relevant meeting of times a week we them and so “ shoveled “. Each task had one of three priorities: “ low “ “ average “ “ high “.
After to a working mailbox were “ it is fastened “ the automatic filter transferring notifications about the arrived tasks with a low and average priority directly to the special catalog, the number of unread notices in an inboksa it was reduced from several ten a day to several in a week. Stress level at the head of group on a workplace considerably decreased, his hair became soft and silky, and in communication with the irresponsible colleagues sending silly pictures, it became much more patient.