Simple Business Systems - Emails | Amplio Business Solutions

Simple Business Systems – Emails

Posted 5 Jul 2009

Simplifying Emails

Always swamped with emails and how to manage them? Got no idea where that email is that you are looking for?

Here are some simple email tips to make you and your time more productive!

1. Learn Outlook or your email program. The training in the help function and online tutorials is well worth the effort.

2. Match your Inbox folders up to your business structure. If you haven’t created sub folders in your Inbox, make a point of learning how and doing it. i.e. set up an Accounting folder with sub folders for the government body (ATO, IR etc) and sub folders for the book keeper etc.

3. Follow up your Inbox sub folders with automatic rules and alerts. Control where the emails come in and the folder they get stored in. If all else fails you can click on the Unread Mail icon to get all of them up. This is also a good way of scanning through the incoming emails.

4. Have all emails come into specific email addresses. This can be info or manager or the department name. However you set up your business structure, carry it through into all things you do electronically.

5. Send all your emails in the same format. In the header of the email set it up such as AMPLIO – new blog entry or something that highlights who the client is and what it is about. If it is an internal email to a broad email address then put the persons initials in front of the header entry such as JB – AMPLIO – new blog entry.

6. You can change the header entry on any emails you receive simply by opening them and then altering the header and saving that email.

7. Get a teenager to show you how to do some stuff! Surprisingly, they sometimes know tricks even we can’t come up with!

8. Experiment, experiment, experiment.

9. Document what you have done and the rules

Have fun out there – in email land