Over the last year I have helped friends who have had 50,000 emails in their Inbox, 350 Emails that they don’t check regularly, and some people that don’t have many emails, but they still rarely check their emails.
What I’ve learned from these three individuals is that to be productive and to be safe, you need to check your email and deal with it at least on a daily basis.
I suggest that in the morning and probably later in the day that you check your email and take one of these actions.
- If it’s Spam, mark it as such in your email program. Hopefully, then you won’t get an email from that company again. If you just delete, it then you’ll be getting the same type of email from the company again and again.
- If it’s valid email, read the email and move it to a ToDo list or a Calendar.
- After you are done with the email and have taken action – Delete, Archive or Save the Email.
- If you’re not going to need the email again, delete it.
- If you think you may need it again, you can Archive it(gmail).
- If you want ready access to it again, I give it a Label and put it into a folder or I might use Tabs.
- For future events that I want to keep in my Inbox, I use Gmail Tabs.
- Gmail has another feature where you can organize you Inbox into Tabs – Primary, Social, Promotions, Updates and Forums. If I want to keep an email around for a future activity, I will put it into the appropriate Tab.
- If you are the type of person who signs up for all sorts of retail sales, newsletters and other internet activities, I’d suggest having a separate email for those sites. Keep all those emails separate from your primary account.
I recently was invited to a school event, but when I got there, no one was there. The person who invited me, later drove up and said that she had not checked her email and the event was cancelled. The friend complained that she had too much spam in her email.
Another friend had her email password stolen via a phishing email, but she didn’t know of any problem because she hadn’t checked her email in a long time. Most sites like Yahoo and Gmail will notify you if your password has been changed. The picture above shows you the message that Yahoo sends when anyone changes their email.
My final friend had 50,000 emails in her Inbox and would never answer any emails I sent her because they were lost in the pile. Almost all her emails were Sales and Retail Advertising which overloaded her Inbox.
Handling email takes discipline just like exercise and a proper diet, but if you take care of it on a daily basis it will keep your organized, on time and safer from attacks.