According to The Radicati Group, business e-mail will account for over 132 billion per day by the end of 2017 The online Tech News, Source Digit, reports that the average small business receives/sends 116 e-mails per day and it is estimated to rise to 132 per day in 2017. No matter what tasks I begin helping my clients with, the majority end up having me manage their e-mail. E-mail remains the predominant form of communication in business today and can be a big time-sucker for a busy small business owner. A full inbox is a problem that can quickly grow worse if you receive a high volume of new messages every day. Before long, you may find that your inbox has hundreds of messages and you are unable to remember which ones are most urgent. So what can we do to manage your e-mail?
- Enable spam protection in your e-mail settings to reduce the volume of unwanted messages.
- Mark the most important messages. Whether you use a star, a flag, a highlighting color, or an icon. You can both manually mark an important message and set others up to be automatically marked in your settings. For example, I set each of my clients up as a Preferred Sender with their own individual symbol. When they send me an e-mail it is automatically marked with their own symbol and stands out among all the other e-mails that I receive. This way my eye is directly drawn to their e-mails first.
- Set up a Folder System. This can be as simple as setting up a few folders such as Urgent, Respond, and Waiting or Priority, Non-Priority and Read Later. Depending on your business, you may need to be more elaborate making a folder for each of your Clients, Vendors, Employees, Networking Groups, and Member/Volunteer Associations. Other popular folders among my clients are Leads/Follow-Up, Personal, Industry News, Taxes, Unsubscribe, Finance (invoices due/payments received) and, of course, a Sheri Folder. Create an Archive folder for very old messages that you are unlikely to read again. This allows you to find the messages if needed, while preventing them from making more recent messages difficult to find.
- Make E-Mail Templates of “canned” responses when you send the same text over and over again. Maybe you answer the same question all of the time or you send out the same e-mail multiple times. You could type these responses up each and every time you want to send them out, but you can also write them up once, save them, and use them whenever you need them.
If you are a busy small business owner you do not have the extra 11.2 hours per week that most of us spend reading and answering our e-mails. Try the 4 tips above to save you both time and frustration and remember to only check your e-mails at your predetermined scheduled times during the day.
About the Author: Sheri Miller is the Owner of Another You, LLC, a Business Concierge/Personal Assistant service in the Dayton, Ohio area. Sheri helps small business owners save time and money by taking care of their day-to-day administrative tasks. Think of her as your right hand while your left hand is growing your business. http://www.anotheryouerrands.com 937-416-2207