Top Tips for Email Managing, Organizing and Prioritizing

Association of Business Training
July 17, 2012 — 833 views  

As a business owner, the amount of responsibilities you have to manage on the average day can make your head spin. While you might employ a significant number of professionals, some tasks need your immediate attention, but finding time to complete those assignments is often difficult. There is always a fire you need to put out, and unforeseen tasks can arise at any moment. Therefore, in order to optimize your time and manage your staff effectively, you need to be aware of how to organize and prioritize your work.

Here are five tips for operating smoothly in the office.

1. Email filters - In today's digital era, the main way professionals communicate with one another is through email. While some messages are more important than others, the bulk of what needs to be said to an employee or client can be expressed via the web. However, taking the time to comb through several hundred messages every day can be a waste of time, so setting up email filters to segment content into more digestible portions can be worthwhile.

2. Don't be afraid to say "no" - It's true that people will always come to you for advice and help, but you shouldn't be afraid to say you can't dedicate time to those tasks. As a business owner, you need to look at the big picture, and sometimes that does not include solving low-level problems. While those issues are important, it may be worthwhile to allocate resources toward finding solutions at a later date. When you learn to say no, you'll find that you have more time to tend to pertinent assignments.

3. Pass it on - In addition to knowing when to decline projects, you should feel confident in your staff members. If you find that you're swamped with assignments, evaluate which projects can be reassigned to other professionals you employ. You may find that you already have the perfect person to complete a project, and that will free up some room in your schedule.

4. To-Do list - At the end of every workday, take a few seconds to craft a to-do list. This can give you some insight into all you have to complete the following day, and when you come in the next morning, you're already prepared and ready to tackle whatever lies ahead.

5. Clean your desk - Disorganization is a major cause of mismanagement. Keep your desk and office clean, as it holds influential papers and files that you need to complete tasks. When you can't find an important contract or document, resources and time are wasted. 

Association of Business Training