How to Get Control of Your Email Outbox

Are you running out of space on your hard drive because your outbox is crammed full of all the email you’ve ever sent? Are you having trouble finding the message you want to resend because your client accidentally deleted it?

Perhaps you’re tired of typing the same things over and over with only minor changes for different clients. Maybe you feel like you can’t get any “real work” done since you’re constantly being interrupted to answer urgent email requests.

Here’s some tips to help you save space in your email outbox and be more productive when sending messages.

1. Make it a habit to write/reply/send email in a way that doesn’t interfere with your other tasks. Choose the timing and frequency that make the best sense for you. Twice a day works for many folks; honor your individual style. Better yet, delegate this job whenever possible.

2. Write only what needs to be said. Be brief and to the point. Use short phrases. Reply inline (in a different color) to questions you’ve been asked so you don’t need to repeat long sentences.

3. Look at the messages you send with a critical eye. Are you sending multiple messages to the same people every week? Consider batching up your comments and questions in a single email.

4. Are you sending the same message to different folks one at a time? Consider using “carbon copies” when appropriate and learn how to use distribution lists. Investigate the “stationery” function in your email program. Using this feature makes it easy to set up “boilerplate” text and easily customize it.

5. You probably don’t need to keep a copy of every message you send (after you’re sure it’s been received). Take the items you’ve decided to save and sort them into folders for easy retrieval later. Delete the rest.

6. Learn how to use the search function in your email program. Most systems have extensive features that make finding particular items quick and easy.

7. Backup your mailboxes and folders. Use at least one method that doesn’t simply copy files from one place on your hard drive to another. That way you won’t lose the backup if your computer crashes. Backup to CD, DVD, USB flash drive, or to an on line storage facility.

8. Print out any messages that contain critical information and/or provide important (possible legal) documentation (perhaps a reply to a client’s IRS notice or a detailed list of recommendations to a coaching client) and file in a convenient location. Make it as easy as possible to locate in an emergency.