subject: See How Easily You Can Manage Emails [print this page] With the dominance of the medium of the Internet, many an empire has been undone by an errant email. They have played a role in major lawsuits and have made up the more salacious aspects of many tabloid stories. That does not mean that people should go dumping emails to avoid later trouble. On the contrary, some emails should be kept for a variety of reasons.
Business Policy on Emails
For many companies, especially the larger enterprises, managing emails is simply a part of the companys records management policy. For this reason it is best to avoid using the companys email for personal correspondence. Company emails, both internal and external formulate part of the communications structure. They should be kept as part of the companys records. Some of the reasons for this include:
Evidence of business activity
Dealing with possible future litigation
For archival purposes and to become part of the corporate memory for research purposes
Storing Email Attachments
In business communication files are frequently attached to emails. Since they are generally company records, they should ideally be placed in properly labeled folders for easy retrieval. Plus by removing attachments from emails and deleting them it is unlikely that your mail quota will be reached too quickly. Most corporate email boxes have preset size limits, which when exceeded results in mail bouncing. No one wants to miss important business emails.
Ways to Manage Email
Some email programs like Outlook have their own built-in management features. Even so, a high volume of emails can be overwhelming. Methods of tracking of important emails include:
Use folders and make sure they are labeled properly. Folder names should have at least a part of the emails subject content as part of the title.
Use special tags for important senders
Subject lines should make sense, as such use headings that relate to the topic being discussed.
Answer emails promptly and delete those that are not needed.
Keep emails to the point as this will make the process of answering them easier.
Set up an address book
Files sent as email attachments may be used in presentations such as web conferencing sessions. This further highlights the need to title them properly and assign them to appropriate folders. This way they can easily be inserted into webinars without a hitch.
The email itself can also be inserted into a web conference of this nature. This will be guided by the companys policy as it relates to employee hierarchy and viewing policy. The format also allows for the creation of video emails, which can be saved and viewed later depending on the web meeting service being used.
