Tag Archive: email overload

One of the biggest time wasters for people is technology.  As much as things are created to help us, technology is a big hindrance for many people and can lead to a great amount of your time being wasted.  Using technology in a way that supports you can increase your productivity.  The day-to-day things that end up on your list can get out of control, so it’s important to keep it lean.

Whether you find technology cumbersome or not, one thing that most people have to deal with no matter what they do is email.  We use email for everything now, which cuts down the time it takes to receive things we need and helps keep things moving.  Right now, chances are that your email is overloaded and you might even be wondering how you’re going to get to it all.

If your current email program isn’t helping you to control your email as you’d like, consider using SaneBox.  SaneBox separates your most important emails from the ones that can wait, helping you prioritize the way you read your messages and saving you time and frustration.  Now, this isn’t another email program, it’s an application that works with your current email program, so there’s nothing new to learn.

SaneBox uses up to 5 levels of importance.  You can use those levels to fine tune the flow of your email or you can allow the application to do it for you.   SaneBox uses sophisticated algorithms to prioritize the email you receive. The important stuff goes straight to your inbox and everything else gets stored in other folders for later.  The calculation of importance is done by the algorithmic engine.  Only the engine looks at the headers of your emails and your social network connections, not people.  Their engineers work on the algorithmic engine not the email.  Your email isn’t viewed or seen by the technology or a human being and the application uses encryption to protect your information.

Looking at testimonials on their website, SaneBox is said to have saved users about 2 hours every week.  What would it be like to have email under control once and for all?  Better yet, what would it be like to have 2 hours of your precious time back?  Visit the SaneBox website for more information.  If you have employees and you’re looking to free up hours for your employees, consider SaneBox for Business.

©2012 Sheila Hawkins, Third Eye Group.  All Rights Reserved. No portion of this article can be published without the permission of the author.

Flags & Filters

This helps you recognize particular types of email faster by flagging email.  For example, you can flag emails that you have read and are your priority to reply with one color so that they are visually separated for your preference the next time you open your email.

One final thing that you can use to help enhance the use of the sub folders that you set up is to use the email filters in your email account to create “rules” for sending emails to designated folders when they come into your inbox.  This is a nice feature to use to help get email to the appropriate folder.  You might set up particular rules for any email with a particular phrase in the subject line to go to a certain folder.  Let’s say you have a marketing project you’re working on.  Ask that any related emails contain the name of the project in the subject line, then set up the related filter rule so that those emails go into the designated folder.  when it comes time to work on that project, you can go directly to that folder instead of searching through the email in your inbox to find all of the email related to that project.

Today we’re all wearing multiple hats and there’s so much to do, including answering an overload of email.  It may seem at times that your inbox is out of control and has a life of its own.  Believe it or not, you can get a handle on it and manage it effectively.

An overloaded inbox is a form of electronic clutter.  One thing I always tell people is to not check email first thing in the morning.  It’s one of the worst things you can do when it comes to being productive.   Instead, check your email 1.5-2 hours after you start your day.  This gives you time to tackle one of your top priority tasks instead, which will have you off to a great start and on your way to a productive day.

With today’s fast moving pace and people continually doing more and more, there is always more than enough to do.  Every day we’re bombarded with email, snail mail, to-do lists and the number one culprit, paper.  The only way to manage it all is with effective systems, processes and habits that support you.  With the many things you have on your plate it’s necessary to have those things in place to make your day a productive one.  To make that happen you have to make choices about what to do with everything that comes across your desk every day.  You have to choose from the three Ds: discard, delegate, or do it now.  These next few posts will cover the three Ds.

Considering the amount of paper you encounter every day, making a choice is important.  It would be nice to only handle each piece of paper once, but it’s just not possible, which also makes it that much more important to choose one of the three Ds.  You might only think about being able to only make those choices with paper, but the same can be done with items on your to-do list, snail mail, email and phone calls.  The first time you touch a piece of paper, read an email or a piece of snail mail, or have a request that comes via phone or voice mail, choose to act by discarding, delegating or doing it now.

Discard It-if you don’t need it any longer or you can get it again (from a book, the internet, etc.), get rid of it.  Shred it or recycle it.  Throwing away something that you don’t need is one of the best things you can do.  It’s a small step, but it keeps the clutter away.

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