Hate managing email? This list of tricks can help.
I have nearly 21,000 email messages in my inbox. I don't file, archive, or delete anything.
Think this hands-off approach is a bloody mess? Personally, I think
my approach is working--I try to touch email messages as few times as
possible, spend zero time organizing them and feel confident if I ever
need to search for a keyword or for someone who works at a particular
company, Gmail's search capabilities can find it in my massive pile.
Yet I'm doing it all wrong, according to email-filtering service
Sanebox, which advises the opposite strategy--one in which you let its
algorithms sift through all your messages and organize them neatly into
manageable folders that do all sorts of neat tricks. I've tried it, and it is, indeed, slick.
In fact, the folks at Sanebox argue that keeping all your mail in
your inbox is "terrible for your productivity," the company opined in a
really helpful (and entertaining) list of 100 email hacks it recently compiled.
Here's a round-up of the company's best tips.
Turn off notifications.
You're humming along with work swimmingly and you hear it--the ping
on your phone that tells you an email just landed in your inbox. Now
you're curious, so you hop in there to see who it's from and your
productivity just stopped dead still. Unless you're waiting for some
time-sensitive critical message, don't give yourself an excuse to keep
checking email. Silence notifications wherever you're getting them
(including visual popups on the desktop). A better bet is to set aside a
few times during the day to deal with email.
Never unsubscribe from suspicious emails.
Hate spam? One way to get even more of it is to hit an unsubscribe
link in a message you're not sure why you're getting. If you do, you
could end up at a website where you're asked to input your email address
to confirm your desire to unsubscribe. Now the spammer has verified
your email address (it was only a guess that landed the original message
in your inbox) and can sell it to others who will barrage you with
messages.
Don't use images in your signature.
Sometimes people are looking for a particular file and filter their
messages according to which ones include attachments. By including an
image (which becomes an attachment) in your signature you're actually
mucking up their search results. Plus, tossing around unnecessary
graphics is a waste of bandwidth.
Don't use email to discuss a difficult subject.
If someone at work needs straightening out, don't do it on email,
particularly if there's a chance the discussion could become contentious
or if someone could be hurt or offended. It's much easier to gauge
someone's emotions and respond appropriately on the phone, via video
chat, or even better, in person.
Never email your credit card information.
Unencrypted email is not secure so you don't want to use it to
communicate any kind of confidential information. For one thing, a
message may have to cross any number of networks before a recipient gets
it, and once it arrives how will that person store it? What if their
system is compromised?
Forget about attachments and use links instead.
Dropbox, Google Drive, Microsoft SkyDrive, and the like are great
because you can share a file with others and as soon as someone makes an
edit to it, the change is viewable by everyone who has access.
Attachments, on the other hand, are static--if you find yourself in an
email volley including various iterations of the same document things
can get confusing. With a URL linking to the cloud, however, version
control isn't a worry.
Stop scanning and faxing.
If you've ever been emailed a contract to physically sign and return
to someone, you know what a pain this can be. You either have to print
it out and find an actual fax machine, or take the time to scan, save,
and attach each page into an email.
Instead, use an online fax service such as Hello Fax. The first five pages are free; after that plans start at $10 a month.
Amp your network right inside email.
Rapportive is a free tool for
Gmail users that adds a sidebar to each message you receive that shows
you what the person looks like, information about what they do, where
they're located, as well as what social networks they use. The best part
is this: Directly within the window you can send a LinkedIn connection
invitation, add someone to a Google+ circle, follow him or her on
Twitter, or friend them on Facebook.
Fill in the recipient last.
There's nothing worse than accidentally sending a message before you
intend to. Save yourself this embarrassment by leaving the "To" field
empty until your missive is perfect. Gmail users can also use Google's
"Undo Send" feature which gives you a few seconds after you hit send to
change your mind. To turn it on, go to settings (the cog on the right of
your Gmail window), then Labs, where you'll find the feature plus a
slew of others you might find helpful.
Use an unguessable password that's different for each account.
You've heard this one before, but it bears repeating because lots of
people still get in trouble for not heeding this advice. Your email
password absolutely has to be one that someone can't guess and one that
you don't use with any other account.
To ensure it can't be guessed, use the first letters of a memorable
phrase, such as yamsmosymmhwsag, a 15-character password (longer is
better) taken from "You are my sunshine, my only sunshine. You make me
happy when skies are gray."
Another trick: Think of a two-word phrase at least eight characters
long that you can remember, such as "SteakBurrito" and pepper it with
symbols that look like letters, like this: St3@kBurr!t0. Then, for each
site that you need a unique password, take the first and fourth letter
of the site and stick it in the middle of your skeleton key. So, for
Facebook, your password would be St3@kfeBurr!t0.
And don't store all your various passwords on paper or in a file somewhere but in a password manager such as LastPass. Not only can the service generate unique passwords, it's free and available as a plugin for all the major browsers.
http://www.inc.com/christina-desmarais/10-ways-to-make-email-better.html
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