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Organizing your Email

by Debbie Bowden Organize Now

When I organize for a client, I focus mainly on the stuff in the house. But for my own organizing, I apply the principles to my email storage as well.

Like most of you, I get emails that vary from friends’ quick notes to requests for organizing services. And of course, the ever-present “junk!” I treat my email like the snail mail. The junk gets deleted immediately. I read the friendly notes, respond in kind, and usually delete them. I liken these types of emails to phone calls. I don’t record my phone calls so why would I save these emails. I will “save” the friendly email if I need to use it as a reminder (more on that later). Finally, I read and respond to business email, save to the appropriate folder, and print if necessary.

I have set up folders in the Inbox, much as I have hardcopy folders. The folders are labeled for the appropriate topic: “organize now,” “taxes,” “charities,” “saved,” etc. Some of these folders have subfolders to take the organizing one step further. As soon as I am done with an email thread, I file the LAST email in the folder and delete all the rest. I only save the last email when the person I am emailing and I reply to back and forth. That way, I have all that was written in one document.

I also use the “For Follow Up” option on my email as a reminder system. There are different colored “flags” and I assign one color per folder. This is a great system, and it keeps my main Inbox neat. Here’s an example: let’s say a friend wants to see a concert in a couple of months. We “e-chat” back and forth and finally decide on a date and time. Because I need the last email as a reminder for scheduling in a future date, I save it to my “friends” folder.” Then I flag it purple. Once or twice a week, I go through my “For Follow Up” folder to see what’s happening soon.

Email is a wonderful tool, but it can get just as cluttered as your home and then it becomes uneffective.

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