Power Ideaz

By Pinaki Ghosh

Keeping a track of your emails isn’t a big problem when you’re receiving a mere ten or less than ten mails a day. As your business grows the picture will change. As you end up sending approximately hundred mails a day, you too will receive as many mails. Thus, planning out a mail management system is advisable than to find yourself in a pretty nasty soup. The following tips may prove to be of great help:
1. Do not open your mails every time they arrive
One of the worst time killers, which often goes unrealized are incoming emails. Most of the email programs, have the email notifications like, when one receives a mail, you have little pop ups or some beeps and some shiny icons which act like mail alerts. But immediate reactions can end up as a distraction for those who work. While working, you must continue to work and not react to these mails. Time yourself to read the mails too. Set aside 2 or 3 fixed time in the day when you will read and answer mails…rather than reading them the moment they arrive. This is one of the most accepted and the best remedy overall.
2. Managing storage space 
Nowadays, one can see a lot many email programs which have a highly large space to offer. For example, Yahoo Mail got its Yahoo Mail Beta into market and offered a total 1 GB storage email space which was in turn a huge up gradation factor. Thus, the end result is such that if one is a light user of the emails, he would never have to delete mails. The same was the case when Microsoft launched its Windows Live Mail and the storage space was twice the space that Yahoo offered.

2 GB mail storage space was astonishing! This also meant that one would never have to delete mails and can also keep the attachments!
For those who have opted for the other programs or sites, they should keep in mind the 2 basic principles: (a) you must try and shift or go in for some mail program which would offer you a better space to store your mails (b) you may erase most of the mails as you receive them especially those which aren’t necessary. Once the attachment has been downloaded, you could delete the mails or just if you want to save them, you can do so in one of your separate folders. Adding any of the advertisements and the junk mails could be named as ‘spam’ and eventually you spam folder can be cleaned after a period of time.
3. Sending heavy attachments with your mails
Winzip can condense attachments of your mail to some extent. Most of the people who excel in this field know that this is not really sufficient, mainly when one has to send in the mails with heavy attachments and content with large graphics. Leave aside the others, MS Word documents which have graphs and graphics are not really lucky enough to be delivered as attachments if they are heavy files exceeding 10 MB. Thus, people have to find a solution for the same. Programs like http://rapidshare.com, http://megaupload.com, or http://4shared.com to upload the most important and heavy files are helpful. Once you are done with the uploading, you would receive a downloading link. All you have to do is mail the link to solve the entire problem. The main receiver must click on the link to download.

4. Keep a copy of sent items
Saving the mails that have been sent is another good option. To keep the sent items folder enabled always would help you keep a record and not lose any important information ever.
5. Spell Checking
It’s really sad that most of the email sites and programs do not offer the spell check facility like Microsoft Windows Live Mail. Thus, it’s advisable that you are a little cautious about your spellings when one is sending the mails to the big companies. A lot of the typos may change their attitude about you.
6. Use filters for better email management
One must make proper use of filters or even better known as folders. If you receive a lot of mails from many organizations, you may sort them according to your preferences in different folders. Naming the folders by different names would help you locate faster. When all the mails accumulate in one place it gives your inbox a messy look.
7. How to find email addresses
It gets annoying when you cannot find the email addresses of the person you are wanting to mail while sending an email. A Gmail or the Yahoo Mail Beta user would find that easy as the contacts appear when you happen to type in the first or the first two letters of the person you intend to mail, which is extremely convenient. Even Windows Live Mail happens to give you the freedom to check the email address of the person from the icons given next to compose and send column. If the email program that you are using does not help you out here, you may use the sites such as www.four11.com, www.switchboard.com and www.whowhere.com.
Once you follow these seven simple steps, it will help you in the management of your emails which is otherwise a nightmare, especially when have your business at the peak.

This entry was posted on Friday, October 24th, 2008 at 9:33 am and is filed under Business Tips, Contests, Credit Repair, Ebay, Internet Marketing, Making Money on the Internet, News, Parenthood, Parenting, Real Estate, Relationship Development, Small Business, Uncategorized, Woman Entrepreneur, blogging, customer service, ebooks. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.