- Use descriptive subjects in the subject line of your emails. This will enable you to easily locate an email when you need it.
- Change subject lines in emails, particularly when there’s a chain of emails that has gone back and forth several times.
- Create a functional digital filing cabinet. Instead of saving emails in your inbox, drag them into appropriate digital folders as soon as you read them.
- Name your files consistently and with meaning. For example, if you have a monthly staff meeting with minutes that are transcribed, call these files “Staff Meeting 12.10.14.
- If there are multiple versions of the same document, include this in the file name. For example, “Client Presentation V1”. If it’s not necessary to save the older versions, then don’t.
- At the conclusion of a project, take the time to “clean up” just as you would your physical files. Eliminate or delete old versions and any emails that are no longer relevant.
- Only check email at prescribed times during the day. If you respond to a ping every time a new email hits your computer, you’ll lose 50% of your productivity.
- Unsubscribe to “junk” email. When you make a purchase online, uncheck the box that asks if you want to be notified of news and specials.
- Use a filter on your email to sort emails into subfolders rather than into your main in-box.
- Consider creating a new email address, and use that for all online shopping. Or use it for important emails, giving the address only to a select group of people.
Written by Barbara Reich · · Digital Decluttering / Technology