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...
Dr. Stefan OborskiDirector-Programs| MythicsColorado Springs, Co, United States
Keith,
One of the best time management books I have ever read is David Allen’s “Getting things done.” He has a brief email management section in the book. In a nutshell…
-Create several folders in your email box (These work for me):
@Action
@Delegated
@Review
@Hold
The @symbol in the folder name moves those folders to the top of your folder hierarchy. As emails come in, put them in one of these folders.
As emails come in, you file them in these folders. @Action is for you and at the top of your list, @Delegated goes to somebody else, @Review is something for you and @Hold is the least time sensitive for review when you have time.
This works for me and you can modify the folders for something that may work better for you. Saving Changes...
Henry HattenrathProject Consultant| Tectonic Engineering MSA LLCNew York, Ny, United States
Keith
Like Rami, I read all my Emails and as necessary provide responses with appropriate subject lines. And then, move the Email chain into file folders that resemble the knowledge management system established for the project, programs or portfolios.
This practice helps:
- Correct Email subjects that do not match the content
- Archive records in a similar system that you and successors can retrieve the knowledge
- Delete portions of the Emails chain, including content and recipients, that should not continue in the thread
Henry Saving Changes...
Peter RapinSubject Matter Expect; Project Delivery| Independent ConsultantOntario, Canada
Everyone seems to focus on the control of emails once received. I don't believe that is the root of the problem. The problem is too many emails. If you take all your received emails, all your sent emails, plus everyone else's emails and consider the time to read, consider, respond and file we are talking hundreds if not thousands of minimally effective hours let alone digital space.
Focus on setting up communications rules related to sending emails with the objective of significantly reducing the volume. I am not going to get into details here but there are ways and means to reduce your email traffic by 50%. - just give it some thought. Saving Changes...
Riad AlhammoudProject management| LanganAbu Dhabi, United Arab Emirates
Great topic, thanks for sharing. Saving Changes...
Henry HattenrathProject Consultant| Tectonic Engineering MSA LLCNew York, Ny, United States
If the volume can not be controlled, then improve the quality of the Email communications.
