I am currently responsible for managing multiple portfolios, which involves massive amounts of email traffic on several subjects simultaneously. I try to budget my time to review them periodically, rather than get caught in the trap of trying to respond to each as they come in.
The problem this has created is that I get so many threads of discussion, that it becomes difficult to follow individual subjects. I've been considering rules in Outlook to move everything to folders, and review each folder separately. I'm finding that has some issues also.
Doe anyone have other tips for how to manage the constant flood of email traffic? Saving Changes...
Tim De RyckProject Manager| TriFinance BelgiumDamme, Belgium
What helped for me, is to create a rule to move emails where I'm in CC to a separate folder. You can then divide it into other subfolders (e.g. per project) as needed.
But then I only have the emails that are directly sent to me in my inbox.
The separate CC folders I check once or twice a day. Saving Changes...
Use the latest technology. Filter and email software based on your needs. However, prioritization of tasks can play a significant role. Delegation may also help. Try to respond without distraction. Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
This is how I manage my Outlook messages:
Create a Current Year PST with the least amount of folders necessary
Set up quick steps, with keyboard shortcuts, to move items to one of my PST folder.
Set up my inbox view to group emails by Importance and sort by descending received date
Set up rules to automatically file unimportant messages, either in the Deleted Items or a particular folder.
When viewing an email, I complete the immediate action then file away using my quick help shortcut. If I need to follow-up, I move it to the Low importance section of my view and use flag reminders.
At year end, I make a copy of my Current Year PST as YearNo.PST, then empty all the folders in my Current Year. (You will want to have the last year PST open, along the Current Year one, for the first few months of the new year.)
This is something I have evolved over the years. I do rely a lot on the search capability, rather than folders, to find items of interest. Saving Changes...
Thank you all for the great inputs. I will definitely need to combine a number of these ideas.
I will eventually set expectations for what I do and don’t need as far as the communications. I think my predecessor became overwhelmed trying to be in everything, however being new to one portfolio I don’t want to send the message of “Please don’t send me anything unless it’s important.” That can wind up going too far and I don't get any information.
Using specialized tools is difficult on these portfolios as the representatives span the entire value stream and everyone would have to employ a new tool. We’re such a large business that we have been trying to standardize tools due to the high costs of maintaining thousands of unique ones.
Staying on top of all the emails in real-time just isn’t feasible for me due to various meetings I host or attend. I get them in surges by default. I think I will have to encourage people to use their subject headings more effectively and experiment with rules and filters. Some people put project numbers in the subject, others put project titles, and some put, “Hi there”. Some people represent functions like Supplier Management as well where they may be providing input on multiple projects at once.
I will have to employ multiple different types of rules in outlook to account such as some relating to subject, others to sender, whether I am To or CC, etc.. I definitely need to look into the Focused inbox (Thanks Rami). I had never seen this feature and it looks very promising.
Thanks again everyone!
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1 reply by Sergio Luis Conte
Aug 24, 2019 6:46 AM
Sergio Luis Conte
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Perhas the problem is the multiple meetings, About the use of emails you have an opporutnity there. Unfortunatelly few organizations teach people how to use emails, and that must be done.
1. Check e-mails periodically, respond to urgent ones.
2. Set aside specific days/times to read/file when things are quiet.
3. I like filing them into folders. It helps a lot even years down the road, but is added effort.
3a. Create pst folders for inbox and outbox and move when you reach size limit. I usually end up with severely for each year (e.g. P-2019A, P-2019B, etc)
3b. In your case you could creat post folders for each programme.
3c. Other past folders typically incl action items, admin, hr, tasks, personal, etc.
Has anyone used OneNote to help manage them? Saving Changes...
How many emails do you receive a day? Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
Aug 23, 2019 12:57 PM
Replying to Keith Novak
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Thank you all for the great inputs. I will definitely need to combine a number of these ideas.
I will eventually set expectations for what I do and don’t need as far as the communications. I think my predecessor became overwhelmed trying to be in everything, however being new to one portfolio I don’t want to send the message of “Please don’t send me anything unless it’s important.” That can wind up going too far and I don't get any information.
Using specialized tools is difficult on these portfolios as the representatives span the entire value stream and everyone would have to employ a new tool. We’re such a large business that we have been trying to standardize tools due to the high costs of maintaining thousands of unique ones.
Staying on top of all the emails in real-time just isn’t feasible for me due to various meetings I host or attend. I get them in surges by default. I think I will have to encourage people to use their subject headings more effectively and experiment with rules and filters. Some people put project numbers in the subject, others put project titles, and some put, “Hi there”. Some people represent functions like Supplier Management as well where they may be providing input on multiple projects at once.
I will have to employ multiple different types of rules in outlook to account such as some relating to subject, others to sender, whether I am To or CC, etc.. I definitely need to look into the Focused inbox (Thanks Rami). I had never seen this feature and it looks very promising.
Thanks again everyone!
Perhas the problem is the multiple meetings, About the use of emails you have an opporutnity there. Unfortunatelly few organizations teach people how to use emails, and that must be done.
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1 reply by Keith Novak
Aug 24, 2019 4:47 PM
Keith Novak
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Yes, I will be making changes both to which meetings I need to attend, and helping others be more productive with the emails. As with any newly assigned leadership position, the first stage is observing the current state, and seeing what is working and what is not. As much as the data inflow rate can be overwhelming, it is also an interesting mental process as I have to develop my own set of KPAs, priorities, and filters. I'm sure we will ultimately improve for the better, however the onboarding process can feel like "drinking from a firehose".
Saving Changes...
Ahmed GewalySr. Digital Delivery Manager| Etisalat UAEDubai, United Arab Emirates
I have same issue here :), what I did is,
1- create outlook rules per project per mails to me, me in cc and my groups.
2- my groups, I have assigned delegates and I'm replying only for escalation if my delegate cannot handle.
3- to me emails, I have to read carefully because I have to respond ;)
4- CC emails, I scan them before leaving. Saving Changes...
Perhas the problem is the multiple meetings, About the use of emails you have an opporutnity there. Unfortunatelly few organizations teach people how to use emails, and that must be done.
Yes, I will be making changes both to which meetings I need to attend, and helping others be more productive with the emails. As with any newly assigned leadership position, the first stage is observing the current state, and seeing what is working and what is not. As much as the data inflow rate can be overwhelming, it is also an interesting mental process as I have to develop my own set of KPAs, priorities, and filters. I'm sure we will ultimately improve for the better, however the onboarding process can feel like "drinking from a firehose". Saving Changes...
