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By Simon Clarke

Here’s a popular paradox: computers were built to make life easier; but instead, make it more difficult!

This paradox refers to the increased expectations that have derived from our fast-paced and computerized society. It’s all about the “I want it now” speech proceeded by the “I need it now” mindset. And with electronic communications, there is hardly any tolerance to delay.

That is why email overload happens: we are bombarded with emails from all directions. Newsletters, eZines, auto-responders, SPAM, and all the actual work-related (e.g. client enquiries and business communications) arrive at people’s inboxes on a daily basis.

“Here is a startling bit of arithmetic: If you get and send 100 e-mails a day, that adds up to 24,000 messages annually, on which you probably spend an average of 100 workdays. If you could manage to reduce the amount of e-mail you send and receive by 20%, you’d free up 20 workdays a year to use for other things, like thinking up new ideas that could help further your career or, heck, taking a longer vacation.” (Anne Fisher, Fortune Magazine)

Suddenly, what was primarily perceived as a convenient tool (emailing is so convenient!) is actually a double-edged sword. When your inbox has become an email war zone, what can you do to maintain your productivity at desired levels without compromising your communications? Here are some tips that can help you alleviate your email overload symptoms.

Line Up Your Emails

You can turn your email program’s auto-check off completely, or set it to only check messages every 15-30 minutes (that’s a reasonable time gap). This is particularly useful for email users who have multiple email accounts merging into one inbox. Most people (or jobs) do not require real-time email updates; thus receiving them constantly will only direct your attention to non-urgent tasks (and if the matter is so urgent, you are likely to get a call about it).

Write Sharply

Literature is for books, not for emails. Try to keep your responses as short as possible (1-3 lines), and you will notice your messages flying out of the away (and less tasks pilling up on your desk).

Excessive pondering and word-picking can make your business day a challenging experience, and at the end serve no practical purpose. Be even sharper when you are responding to simple email messages that do not require much thinking or decision-making - you can usually get them out of the way in around 30 seconds.

Use Templates

Using templates can fast-track responding times, particularly when you receive similar queries on a regular basis. Do not be afraid to cheat; leave a few pre-designed messages saved on your emailing program (usually drafts) and simply fill them up with the appropriate information.

Organize Emails

Create concise categories to store your email messages. In many occasions, you will need to check previous emails to respond to a new one or find useful information about a transaction.

By having well-designed categories, you will save time (instead of scrolling through hundreds of records on your inbox) and clear your inbox (keeping you away from unnecessary reading as you search through your records). Finally, keeping emails organised is important as much of your communication with clients may be done via this medium.

Note: Occasionally, you should make backups of your email messages and keep them on a CD, DVD or other storage medium. You never know when your computer will crash, do you?

Simon Clarke has over 15 years of experience as a writer, entrepreneur and business specialist. He is also the founder and Director of the Life Coaching Institute.

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