I just completed one of our popular Quarterly Website Reviews with a client.
Her main concern was . . .
How to handle all of those emails
We discussed a number of strategies, and I thought that some could be very useful for you as well. Hope so 🙂
So, here we go . . .
Deluge of emails
The first email challenge this client has is that she has a deluge of emails to deal with every day:
- from clients,
- info from suppliers and associates,
- invoices from suppliers,
- to mention just a few.
Unfortunately this is an all too common problem for business owners these days.
I suggested setting up folders for different subjects and people.
Then setting up redirects using the rules and preferences in MS Outlook and Mac Mail, so that the email program categorises the emails into separate folders.
Unread messages will show a flag against the folder, so there should be no missed emails.
This is what I use and it works a treat. I find that it helps me to (have the computer) sort out the emails into categories, rather than having one huge Inbox with 100’s of emails.
emails Received on Multiple Devices
This client then commented that she receives her emails on multiple devices:
- a PC,
- a Mac,
- a mobile phone.
The problem is that she then has to delete the same email from each device because her email is set up as a POP account.
…….You have this problem too?
Get it changed to IMAP, and deleting the email on one device will cancel it on all devices.
If you are not sure, a computer guy, (or high school kid), can assist with this – should only take an hour or so to fix.
Allocate Specific email Addresses
By setting up some specific email addresses, such as [email protected], you can ensure that emails are directed to the person handling that function in your business, and only to that person.
(This particular client of mine should be mainly seeing client emails and not worrying about administrative emails.)
You could ask all suppliers to send emails to
Set up your website to direct all new enquiries to
Give paying clients your own email address
Have your P.A. use
– [email protected]
So when someone else joins the office to handle invoices, they can just take over receiving that email address – simple!
And if your PA leaves, the new one can seamlessly resume receiving your admin emails.
Reducing emails to this client
Make the effort to tell people about your new email arrangements. It will pay off in the long run by reducing the number of emails going directly to you.
For this client, I have changed our invoicing and newsletter addresses, and I will send admin type emails only to her P.A. unless there is something really urgent or relevant needing her attention.
So what should you do now?
Decide to invest an hour now reviewing your email setup.
Then continue to review new emails coming in and determine how to handle them in the future.
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