CHICOPEE, Mass. (Mass Appeal) – It’s both a blessing and a curse. Some might call it a love/hate relationship. We’re talking about email! David Ryan Polgar from DavidRyanPolgar.com joined us to share his insight.
Here are FOUR quick tips:
1. Don’t be a dingbat
We are not that far removed from Pavlov’s dogs, salivating at the ringing of a bell. We are biased to perk up every time we hear a DING, associating it with important information. In truth, most emails that enter our Inbox are far from important. If you are a person who receives a lot of emails, turn off the notification sound and/or light on your smartphone to prevent constant distraction. In addition, batch your activities during the day to allow select times for emailing-as opposed to continuously throughout the day.
2. Keep your Inbox under control
Keeping your Inbox tidy is similar to your house or apartment clean-both quickly become a mess if you neglect them. Use a certain time each day to respond to all necessary emails and to delete the unneeded ones. People have a tendency to allow unneeded emails to sit in their Inbox, which over time creates a tremendous amount of clutter.
3. Don’t use email for everything
Email is quite handy, but it is not the best form of communication in all circumstances. Certain times it is better to use social networks, phone calls, texting, or in-person meetings. If an issue is not getting solved after a long email train, then emailing is probably not the best form of communication. You can also reduce your email burden by NOT using it as a To Do List. We may oftentimes send ourselves reminders as emails, but this has a tendency to pile up our Inbox. Instead, utilize note-taking services like Afternote, and cloud-based storages like Google Drive.
4. If you want to receive less email, send less email
Avoid the dreaded REPLY ALL function unless absolutely necessary. Carefully consider if the people on your email list need to be there. Lastly, avoid the never-ending email chains where neither participant understands if a reply is necessary.