Ahhhh the inbox… who doesn’t want to talk about the inbox? It’s always the loaded question: If you actually took some time off and did not check your inbox, what will the count be when you return? How many conversations started with “I had so many emails” or “I can’t believe how many messages I got in one day”?
Yet it’s the inbox! It is a vital and mandatory part of our daily work and personal lives. I guess we can start by looking at the bright side. Each one of those emails could be a physical piece of mail or a phone call, so if we had our choice, I think most would prefer the email. Now… how do we handle that with everything else on our plates?
From my experience, I believe it is important to give the inbox your utmost attention – consider it a top priority. It is one of the greatest ways you impact both internal and external customers with respect to quality of service.
Many factors come into play here – response time (including appropriate and accurate contacts) and a thorough review of the emails (including paying attention to detail). No one likes to be asked a question in a response to an email when the answer was in the original email. Your email represents YOU - believe it or not. I have so often heard comments such as “They never answer their emails” or “I had to follow up over four times” as frustrations from people. I also have heard people say, “He always responds” and the opinions that you get from those comments speak for themselves as to their impression of the person behind the emails.
At this point, if you are thinking, but I am so BUSY. I know how you feel, but consider that so is everyone else. How each of us handles our email may affect so many others. Without prompt attention to the emails, we can be the beginning or the contributing factor to the ripple effect of many inefficiencies which really cost us all more time and likely elevate frustrations in the end.
Many small things can help with the management of the inbox:
- Designate set times to respond to emails to promote efficiency and a less rushed, distracted approach to the work
- Be organized in your inbox and utilize folders and rules
- Don’t try to save everything. You can search for items in a variety of ways if the need arises
- Delete the emails when you are done – strive to keep a clean inbox
You would be surprised how these small tips will help you to organize and not be overwhelmed by the constant flow of emails.
Most importantly, be honest with yourself. If you were on the receiving end of your email, would you be happy with the content and the response time? Would you have what you need to complete the task at hand? Was the tone helpful and approachable? Remember, your email is a reflection of YOU.
Did you like this article? The author of this piece, director of real estate default Allyson Fuller-Moore has written several work-life articles – see more from her below!
If you have questions about this topic or would like to connect with director of real estate default Allyson Fuller-Moore, please contact her at any time.
This blog is not a solicitation for business and it is not intended to constitute legal advice on specific matters, create an attorney-client relationship or be legally binding in any way.
