Gain Control Of Your Email Inbox

Most Antispam, SPAM filters, spam blockers and email SPAM killers do not work! On average I receive over 500 emails per day, 60% of which tends to be SPAM. As a once disorganised person it tended to take me a full day to sort through, organise and action the important emails.   It now takes me a few minutes each day.  Years ago I relied on an online SPAM filter for my inbox but I still went on line and went through the ‘Blocked’ list!

As said in other posts if you want to leave The Rat Race you need to implement effective time management systems.  This is my system for taming the e-mail beast!

First things first, you need to fully control SPAM, and the ONLY way to do this once and for all is to open an account with a dedicated SPAM blocker, I use SpamArrest.

SpamArrest uses patented technology to block 100% of unwanted emails.  Forget the likes of Norton and McAfee and any free online filters you get with email address accounts.  I once lost an order worth over £500 because the initial enquiry went into my online SPAM filter.  It was only because I checked my SPAM folder each month that I found this important email, but by still checking this folder I might aswel have let every email enter my inbox regardless of it being SPAM or not.

Once you have configured SpamArrest (click for more information) the only emails you will then receive will be the one that need action.  At this stage I have an auto-respond system set up.  For example, I am a director of an engineering company which specialises in technically advanced components.  Any emails directed to my specific Company related email address tend to be the same questions relating to failures and specifications.  I have therefore designed extra pages on the Company website answering these common queries.  In my auto responder message I have listed that frequently asked questions are available on the website and thus placed links directly to the site listing these common issues.

Also within the auto responder I have listed the email address for the other departments within the Company; for example the technical office, accounts office, sales office etc and then each one of these email address has a similar auto responder message relevant to the department and various common questions.

This further filters the incoming messages.  Any remaining emails that still require action are sorted using the following process.

Providing I’m not currently on an ‘Efficient Retirement‘, during the six week period I work, I religiously check my inbox ONLY once per day and usually about midday whilst having some lunch!  This is the part that takes me five minutes.

I call my method of action, ‘Delete, Delegate or Do’, and works like this; I start by sorting my inbox into name order.  I open the email, scan quickly, if it’s a general unimportant email which requires no response I either delete or file into one of many folders.

If the email requires a response and can be handled by someone else other than me I then delegated it and forward it onto the relevant department or colleague.

If it can only be responded to by me I then reply using one of two techniques.  If I can respond using twenty words or less I write the response in the subject header and send.  If it requires a more in-depth response I answer using bullet points, BUT I always make sure I quickly re-read it making sure I am deadly precise.  I write the email as if I am dealing with a child.  I do not have time to start a conversation via email so my response must be final, be written in simple English and must be a full response.

On the rare occasion I have to write a response which requires come consideration.  These types get inserted into my Task Management system and then undertake a ‘bulk’ action at later time.

By using these simple techniques I free up time to do other jobs.  It takes time to get into a good habit, but if you don’t tame your inbox you could spend hours sat wasting time.  By being ultra efficient it means you can complete the jobs which bring in the money ultimately giving you financial freedom and an exit from The Rat Race.

I should mention at this point what happens to my inbox during one of my ‘Efficient Retirement’ periods.  Quite simply, the answer in nothing!  During this period I completely switch off.  I have implemented systems to automate most work issues and have the right people in place to handle anything unexpected.  Any problems that still dont get sorted tend to sort themselves out if you take yourself out of the equation.  In the end people always find the answer to any issue if they know you are unavailable.  The bonus to this is that over time they will eventually learn not to contact you and to solve their own problems without involving you in the first place!

Similar Posts:

• What Is SPAM And How To Escape It
• Effective Customer Inquiry Response Systems