Operations

How to tame e-mail
is focus of Sweetnam
Communications tips

The findings of Sherry Sweetnam’s new survey aren’t surprising: “People are just overwhelmed with e-mail volume,” she says.

 She operates Sweetnam Communications Inc. in Annandale, and had conducted training programs to help people deal with e-mail. But the findings were “so clear and consistent, I decided I needed to focus on that.”

She conducted a survey over the past year, and now offers tips in a lengthy report, which she plans to use in her seminars.

No. 1, people need to re-vamp their filing systems, with an updated outline that reflects their business. She recommends a folder called “waiting for,” for those e-mails that need someone else’s action; a folder called “five-week holding tank,” which automatically deletes the contents if they haven’t been touched for five weeks; and a file labeled “boss” or “biggest customer,” whoever’s most important in your work life.

No. 2, people should use a function of Microsoft Word called Rules Wizard. “It’s a magic wand type of thing,” which will route e-mails into various categories that you set up.

No. 3, people have to change their habits. “When you come to the office every day, do something important before you go to e-mail,” because it adds balance to the day. “Treat it as a mini-business,” she says. And her commandment: Go to e-mail once or at most twice a day, only during set “e-mail hours.”

Sherry Sweetnam, Sweetnam Communications Inc.: 800.386.1958; sherry@sweetnamcommunications.com; www.sweetnamcommunications.com