Managing email can take a huge chunk of time out of
your work day that you could be spending doing something that makes
money. Our Direct Sales expert, Deb Bixler shares her advice for
managing your inbox while increasing your productivity.
Manage Your Inbox
by Deb Bixler
Is your email out of control? Does
it take you longer to sift through your inbox than you have time to
spend in the office? Donít be afraid to turn your computer on! I
did a tele-seminar a few months back on time management. During the
call we spoke very briefly on managing your email system for better
productivity. Recently at a live seminar one of the attendees said
that she incorporated my inbox management system into her office
routine and has streamlined her daily email operations.
Check Your Email Daily
I get a ton of emails every time I
turn my computer on. The first secret to this system is going to be
a very simple technique. Make a habit of checking your email at
least once a day, preferably twice. This alone will make a huge
impact on the manageability factor in your inbox. I am always
amazed at how many entrepreneurs go for weeks without ever checking
their emails. Your email is a revenue generation system. It may
not be easy to physically see the cash flow from checking your
email, yet prompt attention to your inbox will defiantly increase
your ability to produce income. Anyone in business needs to check
the email and respond daily. Just yesterday, Thursday, I had an
email from some one who wants me to speak to her companyís national
conference in the Spring. She planned on making a decision on the
following Monday in regard to whom she was going to hire.
Systematically checking your email reduces the enormity of it and
keeps you timely to generate income. If you are in business to make
money then, check your email daily.
Delete all irrelevant messages
before beginning the review process. When you first open your email
on a daily basis, start at the top, and highlight the first on in
the list that is to be deleted. Holding the control button down, go
down the column and highlight each one to be deleted. When you hold
the control button down, you can just go down the column and touch
everyone that you want to delete. You should be able to tell by the
subject bar which ones those are. Also highlight all of the ones
that are forwarded. A little discretion can be used here although
not much. It is pretty safe to say that it is a rare email that has
been forwarded that is worth keeping or that needs your attention.
As I said earlier email is cash flow generator so donít mess with
forwarded email, spasm, social games or any of the such rubbish.
This is a really quick process, just hold the control button down
and touch each one to be highlighted. You will have a column of
blue highlighted emails, then just push delete. And Wam! They are
all gone! This morning when I hit delete, a huge column of emails
that went off the page, and zipÖÖÖit went down to only 6 that needed
my attention. The deleted ones probably numbered 30 or more. Later
on in the afternoon when I checked back, I did the same thing and
zipÖÖonly had 3 to attend too. You will be thrilled at how well
this technique works.
Deal With It And Move It
Next deal with each email as you
have time. After it is taken care of, responded too, printed out,
etc. you can either file it or delete it. If it is an email that
you want to save move it to a pre-set up folder on the side. You
can have as many folders as you want under your inbox. For example,
I have one for publicity, real estate, direct sales consultants, my
tech advisor, my accountant, etc. There are probably 15 folders, in
which I file emails that I want to hold onto for a while. If you do
not have time to take care of something, maybe it will take more
time than you have at the moment, then just leave it in the inbox.
Your inbox is only for incoming mail and mail not dealt with yet.
Your inbox should all fit in one view pane at all times. Once it is
taken care of either delete it or move it to a folder for future
reference. If you send a reply back and you are waiting for a
return reply, then keep it in the inbox so that you do not forget
about it. The folders at the side are like filing cabinets for
future reference. Deal with it, delete it, or move it to a file.
Pretty simple, huh? This system really works and frees you up to
7 Email Tips:
Keep your email for business. If you are a social emailer,
then have two identities. Donít clutter up your office or your
time with personal emails.
Donít forward junk. Donít forward at all. If it is
important, save it to a file and attach it to your own outgoing
Keep you outgoing emails clean. If you are replying, then
delete what is irrelevant, in the reply and change the subject bar
to a new subject.
Keep emails brief. If it fills a page or takes up more space
than the window then maybe you should be talking in person.
Be professional. You are conducting business and your
business deserves to be represented professionally in print. Do
not fall into the casual mode of no caps, and poor spelling or
Beware of email addiction. When used correctly email is a
tool that will compliment your other business tools. When used
incorrectly it can become and obsession and an excuse not to
provide real customer service.
Did I say check your email every day?!
You will be amazed and impressed at
how easy it is to keep your emails manageable with these two simple
strategies. And donít forget to check your email every day! It
only makes good business sense.
retired from the corporate world in 1999 to enjoy life as an
entrepreneur. In the first 9 months as a direct seller she built a
sales team and show schedule which provided her with an income
capable of replacing her corporate business salary of $80,000 per
year. After 7 years using direct sales as her total household
income, Deb now teaches and trains direct sales professionals all
across the US and Canada.
Deb Speaks: www.DebBixler.com
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