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Management Information |
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The Email Trap
If you sit at a computer for most of the day, it's tempting to constantly check your email to see what's new. But that's a time management disaster if you're trying to make progress in your business. Resist the temptation. Here are some tips to help you get that time eating monster under control. - Turn off email notification (like the beep or pop up screen). It's just like a ringing phone that demands to be answered. Even in the instant world that exists today, email can wait. - Establish a schedule for checking and responding to emails (this works for phone calls and voice mail too). Put it in your daily calendar and treat the time like an important meeting. Make sure you allocate a start and stop time - reading and responding to email can become an all day affair. - Train your clients and customers on your response method and timing. Predictability will take your business relationships a long way and you'll be a lot better off. - Set up files, folders and email rules in your email software to help you manage the type of messages you receive. Consider using your software's flag option to recognize emails that are critical. - Consider using your least productive time of day to read those "important but not urgent" emails like newsletters and general information items. And don't forget to reassess the mail you receive on a regular basis too. Your business needs will change over time and you'll just outgrow some of the mail you get today. About the Author Denise O'Berry frequently speaks to professional organizations, is the author of three booklets, and several "how-to" manuals. She writes a weekly small business column, hosts an online small business owners forum and is called upon regularly by publications such as Entrepreneur, Bank Rate Small Business, Florida Trend, Inc., various newspapers, radio and television to provide expert comments on small business issues. http://www.whatspossible.com
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