| Are you running out of space on your hard drive | | | | 4. Are you sending the same message to different |
| because your outbox is crammed full of all the email | | | | folks one at a time? Consider using "carbon copies" |
| you've ever sent? Are you having trouble finding the | | | | when appropriate and learn how to use distribution |
| message you want to resend because your client | | | | lists. Investigate the "stationery" function in your |
| accidentally deleted it? | | | | email program. Using this feature makes it easy to |
| Perhaps you're tired of typing the same things over | | | | set up "boilerplate" text and easily customize it. |
| and over with only minor changes for different | | | | 5. You probably don't need to keep a copy of every |
| clients. Maybe you feel like you can't get any "real | | | | message you send (after you're sure it's been |
| work" done since you're constantly being interrupted | | | | received). Take the items you've decided to save |
| to answer urgent email requests. | | | | and sort them into folders for easy retrieval later. |
| Here's some tips to help you save space in your | | | | Delete the rest. |
| email outbox and be more productive when sending | | | | 6. Learn how to use the search function in your email |
| messages. | | | | program. Most systems have extensive features that |
| 1. Make it a habit to write/reply/send email in a way | | | | make finding particular items quick and easy. |
| that doesn't interfere with your other tasks. Choose | | | | 7. Backup your mailboxes and folders. Use at least |
| the timing and frequency that make the best sense | | | | one method that doesn't simply copy files from one |
| for you. Twice a day works for many folks; honor | | | | place on your hard drive to another. That way you |
| your individual style. Better yet, delegate this job | | | | won't lose the backup if your computer crashes. |
| whenever possible. | | | | Backup to CD, DVD, USB flash drive, or to an on line |
| 2. Write only what needs to be said. Be brief and to | | | | storage facility. |
| the point. Use short phrases. Reply inline (in a | | | | 8. Print out any messages that contain critical |
| different color) to questions you've been asked so | | | | information and/or provide important (possible legal) |
| you don't need to repeat long sentences. | | | | documentation (perhaps a reply to a client's IRS |
| 3. Look at the messages you send with a critical eye. | | | | notice or a detailed list of recommendations to a |
| Are you sending multiple messages to the same | | | | coaching client) and file in a convenient location. Make |
| people every week? Consider batching up your | | | | it as easy as possible to locate in an emergency. |
| comments and questions in a single email. | | | | |