Top 4 Tips for Basic Email Management for Your Business
Saturday, August 16th, 2008
Email can take away productivity quickly, especially if there is a lot of it coming in. Some staff members think that they have to answer every email as soon as it comes in and this can cause problems. There are ways to manage email and set up a few simple rules and guidelines to remain productive while managing the messaging systems.
1. Set up your email server to manage the email as much as it can. This goes for spam messages, incoming emails from personal accounts and more. You can setup the firewall to block everything and then filter slowly. This will eliminate unwanted emails and personal emails to people in the company who should not be using the email system for anything other than business. It is company equipment.
2. Talk to your staff about checking their email on demand. This is not necessary. If other employees send an email and expect a direct response from you within minutes this is unacceptable. They need to use the phone and leave a message. Email should be checked first thing in the morning, after the lunch hour and before you leave for the day. These three times are sufficient. Unless you are waiting for a response from a company on quotes for mixed martial arts equipment it makes no sense to be dependent on email like this.
3. Staff should not read and answer email all day long. Email is a benefit for opening up communication methods throughout a business but it is important that the staff doesn’t spend their entire days on it. Productivity is lost when this occurs. The best way to see how much productivity is lost from email is to cut the email server for a day and watch how much work really gets done when the staff has nothing else to do but their work.
4. At the most productive time of day there is no reason to answer your email. Prioritizing is very important, especially if you are in SEO web design company. You may get jobs through email. However, you should set times to sit and answer emails. If you have to schedule it in your calendar as a daily task this should happen. You can tell the client you would be happy to write their articles on US immigration when you get a chance. The key is remaining productive. Email is a way to communicate but if someone really needs a response they need to call you on the phone. You lose productivity when you are unable to work because there are so many emails coming into your box.
There are ways to manage email so you can remain productive on a daily basis. It is important to schedule the times you are going to answer your email and stick to it. Also manage your email systems to filter garbage so your staff doesn’t spend their time going through it. You should also lay out some guidelines about email usage and the rules. Be sure the staff agrees they are not to use the email for personal use.
Article source: http://www.managerstore.com/blog/top-4-tips-for-basic-email-management-for-your-business/
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