Here, I offer you three tips on managing e-mail, partly inspired by the awesome podcasts of Manager Tools. (As with all such advice, your mileage may vary.)
(1) Don’t leave your email opening and running all day. It’s a major distraction from your work, and it leaves you feeling like all that you do is email. Instead, schedule blocks of time in which to process your email — and do nothing else. That focus will improve the quality of your emails, while decreasing the time required. (GAH. I need to start doing this again… and closing Facebook too!)
(2) Be willing to give very short replies to emails — or no reply at all. Just because someone emails you doesn’t give them a right to your time. Make sure that you’re not sacrificing what matters most to you in responding to other people’s emails.
(3) Make the purpose of your email clear to the recipeint at the outset: give the summary of what you’re telling or asking at the very top to set the context. Yesterday, I received a lovely email from a fan of Philosophy in Action. Alas, it began with two big paragraphs of personal history (700 words), and the request for an interview was left to the bottom. Not only might I have missed the request if I’d just skimmed the email, but I didn’t understand the relevance of any of the personal history as I was reading it. Putting the interview request at the top would have helped me understand the email better.
In essence, be focused, selfish, and purposeful in your emails!
Note: I published a version of the above commentary in Philosophy in Action’s Newsletter a while back. Subscribe today!