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Submitted by Tina Arnoldi, LinktoPro.com Contributor, @tinaarnoldi

I’m sure I am not the only one with multiple email accounts.  I have a couple different ones for work, several for personal use, and a couple more that I use for side projects.  Chances are you hold more than one email account and between these accounts; you’re receiving more email than you have time to read.  Other than deleting your accounts, you just can’t get rid of email.  However, there are ways to manage email overload.

Consolidating your inbox

As mentioned above, I do have several accounts used for different purposes, so I feel I need to keep them open.  However, I do have forwarding set up so emails come to one in-box.  That way, I can read everything in one account and select the appropriate account when I respond.  Gmail users can follow this link to configure multiple accounts in one in-box (GMail Configuration).

Select time of the day to read and respond

We are not Pavlovian dogs that need to response instantly to a email notification, as Pavlov’s dogs did with the bell.  (See http://en.wikipedia.org/wiki/Classical_conditioning if you’re not familiar with that reference).  Spend some time first thing in the morning in your email box, responding to high-priority emails.  When you’ve handled those, close your email for a while and work on other tasks.  You do not have to check email constantly.

Remove distractions

I started detoxing from email by turning off the notification in Outlook.  So when someone sends me an email, there isn’t a pop-up on the lower right-hand side.  As I got further along in my treatment process (she said with a smile), I would completely close Outlook so it wasn’t even on my task bar.  This took away that distraction and I was better able to focus on other things.

Pick up the phone

When you start typing an email, ask yourself it this could really be handled quicker in a phone call.  Sometimes it seems like people have forgotten about using a phone.  If you find yourself writing a long, complicated email, stop right there.  Call the person instead.   You’ll probably find that resolution found was much quicker though that call, then through back and forth emails.

Use folders

This varies by email program.  In Outlook, you have folders and in Gmail, there are labels.  Whatever program you use, have a system where saved emails are organized.  For example, I have a folder called “to read”.  These are newsletters or updates that look interesting, but I don’t have time right that moment to read them.  If after a while, I still don’t get to them, I just delete them and keep going.  Also, if you have a high priority project, that might warrant its own folder so nothing gets lost in the email box.

Reply all

Be gentle with “reply all”.    Does everyone really need to be included on every email?  There are times I’m in an email conversation and I know a particular person only needs and wants to know the outcome.  In that case, I intentionally delete them from the To: line and include them in the final message.  (Believe me, no one has ever told me they wished they were copied on the previous 10 emails discussing this topic).

Don’t be afraid of deleting!

Of course, there are industries where every message does need to be kept.  However, if that doesn’t apply to you, don’t be afraid to delete.   If I have an email concerning an issue that is resolved and won’t come up again, I delete it.  It leaves much less clutter in my inbox and makes it easier to see what really needs my attention.

Implement some of these steps and you’ll find your daily time in the in-box becomes more manageable.  Setting limits will help you be more productive and will keep you from feeling overly stressed every time you open your email program.  Do you have some other tips that I’ve missed?  If so, please add them in the comments.  I’d love to read them!