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Statistics tell us that workers receive anywhere from 90 to 190 emails per day. Even though about 20 percent of these are spam, it still takes time and effort to sort through all of this incoming information. Here are some ideas for handling your email that can keep you from being overwhelmed:

•  Schedule specific time to check incoming messages. Using your calendar, intentionally schedule time throughout the day to look over your messages. Set a timer for 15 minutes to keep focused on the task at hand and to avoid following “rabbit trails.”

•  Decide the next action required for each message. Instead of skimming through all of your messages and then going back to deal with them later, get into the habit of taking care of business as you read it. Create action steps that will move your work forward instead of rereading the same message over and over again.

•  Establish a way to highlight important communications. Microsoft Outlook allows you to flag important items as well as develop rules for incoming messages so that selected emails are automatically routed from the inbox to a particular folder. Developing such a system can help you stay on top of more urgent communications.

•  Consider an alternate email address for nonwork-related messages. MySpace updates, Facebook posts and Twitter tweets usually have little to do with your job and end up cluttering your inbox, thus distracting you from the work at hand. Using an “off site” account will keep you more focused on the job.
 
•  Know your system. Whether you are a Mac user or work on a PC, take some time to learn your system. Most people use less than 20 percent of their program’s features and are missing out on some key ways to be more productive. Depending on your learning style, read through a manual, take an online tutorial, or find a local class where you can learn how to best use your system. If you work for a larger company, ask HR about having an expert come in and teach everyone how to use the applications more efficiently.

Employers and clients alike value a responsive and productive worker, and these simple tips can help you more effectively handle your incoming email messages.   

Brenda Spandrio of Ambiance Solutions is an organizing and productivity consultant. She can be contacted at brenda@ambiance-solutions.com.