Time management tips - Email Management Basics
Download as PPTX, PDF0 likes579 views
Bryan Timsah provides tips for better email management and time savings. He recommends unsubscribing from unwanted emails to save hours spent sorting through them each year. He also suggests using email folders and rules to automatically sort emails into categories like HR updates, faxes, and training materials. Scheduling weekly reviews of specific folders can save time spent on random distractions. Adjusting the Outlook layout to a condensed column view can also help read emails more efficiently.
Time management tips - Email Management Basics
- 1. Time Management Tips Lesson #1 – Email Management Basics By: Bryan Timsah
- 2. Control Your Email Is email controlling you instead of you controlling it? Do you have a lot of advertisement, or subscribed email that you never or seldom read? We often sign-up at websites just because it’s an interest at the time, or for research, etc. Then, a year later we have wasted hours of time checking waste of time emails that we just delete or mark as unread and move on. It’s a BIG time waster! If you take 30 minutes one day to unsubscribe from those emails (most emails will have a link at the bottom allowing you to easily unsubscribe); how much time would that save in a year? Often, you can do this from your smart phone while in the restroom (just make sure to wash your hands!).
- 3. Email Folders You should be using Microsoft Outlook (unless your one of the unlucky few) Utilize the folders and create rules to auto-sort specific email types. Some examples that I use: ◦ HR News/Updates – I have Outlook automatically send communications from HR Societies (SHRM, etc.), HR Law updates, and other similar emails. These are typically not urgent issues, but will need to be reviewed at some point. ◦ Faxes – If your not using an E-fax type product, consider this. You can make a folder for those, have an exclusive fax without paper, ink, toners, etc. No more lost faxes either, and you just print the ones you
- 4. Training – This folder is for personal training and development. I place specialized seminars (HR), courses, webinars, etc. Some can be auto-sorted with the rules in Outlook. Just right- click on any email and select “create rule.” It should be rather easy from there. Find what email types would work best for you, then start creating rules to sort for you. Next, you will want scheduled time(s) to review these email folders. It could be once per week or more depending on your volume and schedule. Imagine selecting 1 hour per week to review such folders. How much time in random distractions would you save over a month, a quarter, or a year?
- 5. Outlook Layout Consider adjusting your Outlook layout to save additional time. • Did you know that we read much faster and more naturally when reading in columns? Yep, so I advise trying to condense your email boxes into this format. • Consider removing the Reading Pane, if your using it. One issue is that when clicked on once, it often defaults to show as read. You can easily miss emails like this. Also, its easy to let random emails distract you from other priorities. One glance at the reading pane, and there goes a good 30 minutes of replies, or phone calls, etc.
- 6. Layout Example Here’s an example of my current layout.
- 7. This layout leaves emails bolded until double-clicked. As I open them, they nicely stack on top of each other, rather than randomly opening all over my screen. By minimizing my Inbox; I can also easily view email beside spreadsheets, download folders, Word documents, etc. This allows me to drag-and-drop emailed documents into folders very quickly.
- 8. • Here’s an example of what this looks like. Also, I highly recommend using 2 monitors (I have for years) or one large monitor. It will save lots of work when you have to use multiple software, including email.
- 9. Bio: Bryan Timsah is currently the Human Resources Manager at Home Creations in Moore, OK. He holds a Bachelor’s degree in Business Management: HR Management from the University of Central Oklahoma. He has been a long standing active member in the Society of Human Resource Management (SHRM) and the local Oklahoma City HR Society (OCHRS). Bryan has accumulated 9+ years experience in Human Resources including; recruitment/talent management, payroll, ATS, HR systems administration, workers compensation, training & development, records management, generalist duties, HR policy development and compliance, auditing, contract management, HRIS, public speaking, presenting, and much more. LinkedIn Profile: www.linkedin.com/in/bryantimsah/