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5 Simple Steps To Deal With Your Holiday Email Backlog

Guest post by: Clare Evans

Article Overview: If you rely on email as part of your business, you probably dread coming back from holiday to hundreds of emails. The thought of spending the first week dealing with them all and feeling that you're having to catch up all the time. Here are a few simple steps to help you deal with the backlog quickly and easily.

5 Simple Steps To Deal With Your Holiday Email Backlog

If you rely on email as part of your business, you probably dread coming back from holiday to hundreds of emails. The thought of spending the first week dealing with them all and feeling that you're having to catch up all the time. Here are a few quick steps to help you deal with the backlog. The process for dealing with a holiday backlog is the same as handling emails on a daily basis, the volume is just much larger.

Once you've planned out the important things you need to get done on your first day back, set aside an hour to go through your inbox. Yes, I know it's probably going to take much longer than that but it's just the start.

Important: Don't respond to any new emails until you've completed at least the first three steps.

Step 1. First scan - Go through quickly and eliminate the spam and any email you know you don't need to read. Use the sort function to sort your email by sender or subject, which makes it easier to delete the junk. DON'T READ OR RESPOND TO ANY EMAILS ON THIS SCAN.

You won't have time to read everything that's come in while you're away, so delete anything that doesn't require your attention or have information you absolutely MUST have. Don't save it ‘just in case'.

Step 2. Second scan - pick out all the priority emails you need to respond to first and place them in a separate ‘Action' folder or flag them. You should be able to complete these two scans pretty quickly.

Set aside time in your schedule to respond to your ‘Action' emails.

Step 3. Action/Respond.Respond to the priority emails in the time remaining in the first hour. You should still have a reasonable chunk of time left. Set aside more time later in the day.

and attend to the more Urgent emails. If you still have time, do the third scan, otherwise leave that until the next time you're scheduled to work on your email.

Allow yourself a few minutes to take a quick look at any new emails - in case there is anything important that needs attention, but I mean a ‘few minutes'. Don't get distracted!

Step 4. Third scan - if your filters haven't already sorted out reading emails, now is the time to place all of these in the appropriate folder(s).

Step 5. Fourth scan - deal with what's left. Less urgent action emails can now be dealt with. What's left? If it's not action or reading - it's probably not urgent so can be deleted.

Once you've safely dealt with the backlog that came in while you were away - you can now apply the same process to the new emails that have come in.

I use a number of accounts to sort my email before it even gets to the Inbox and folders.

• Non-essential newsletters and recent Internet account sign-ups, go to one email address.
• Postings from discussion groups go to another account.
• Work related emails and the newsletters I really want to read, go to my main account.

I then use filters to sort these into folders.

Before you go away - switch any email groups to special notices or admin only. You can do this for all Yahoo groups and most online discussion/networking groups. This will reduce the volume coming through in the first place so you have less to deal with.

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Article Tags: 5 steps, backlog, email, simple steps



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