Does anyone have a "system" they use with their executive with regarding to sorting, replying, moving forward emails they are recieve. My executive's in-box gets over flowing and I'm looking for a better way of helping him stay on top of important email, deleting or delegating other emails. Anyone have a ideas, suggestions or comments?
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We use the "GroupWise" e-mail system.
When the in-box overflows, I put the e-mail in the "Archive" folder to make space for incoming e-mail. The mail can be in the Archive folder indefinitely and you can always refer to old e-mail. It can also be put back into the regular mail box.
I am not sure if you can do this in other systems, you might want to ask your LAN Administrator.
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AEAP on
3/24/2008 10:11:12 AM
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My boss sorts through e-mails on his own 95% of the time, but I occasionally help out when he's traveling or just having an exceptionally busy week. I made a few new folders such as "Personal" and "News" as he gets quite a bit of e-mail from friends/family/former colleagues, forwarded humor, and the many, many e-newsletters he receives from other organizations in his industry.
Once I delete any meeting acceptance replies and sort the personal and news e-mails into separate folders for him to read later at his convenience, it really cuts back on the amount of e-mails remaining in his inbox. Then I scan the remaining e-mails to see if there are any that I know I can accurately reply to and move those into a separate temporary folder as well. When all of this is done his mailbox is rarely empty, but at least the only messages left are those that he really needs to see.
Hope that helps!
Kristen
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Kristen in SLC on
2/21/2008 2:04:27 PM
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My office also utilizes Microsoft Outlook and I suggest setting up rules and different folders within the Inbox. I have found it easiest to have newsletters, invitations, and various updates automatically go to a specific folder. It works best for us when I leave only the most urgent messages visible in his actual inbox. I respond to all of those that I can handle on my end, and forward other messages to those who would be most appropriate to handle that particular task or respond to that particular question. At the end of each day, I provide him with a summary report of all that I have handled on his behalf so he is always in the loop.
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Jenelle Kirton on
2/21/2008 8:01:34 AM
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We use Outlook. When I respond, forward or do something specific with one of his e-mails I edit the subject line. For instance:
Original Subject:
I'm in Chicago next Thursday, Feb 28th
Edited Subject:
KIM REPLIED W/DATES (2/21): I'm in Chicago next Thursday...
This shows that I read and responded with dates he is available, the date in the parenthesis is the date I riesponded. I keep the message marked unread so he can read it for himself. The capital in the front makes it stand out to him so he knows I took care of it. This has worked great for us for several years.
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Kimberly Kissel on
2/21/2008 6:52:56 AM
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We use Microsoft Outlook, which offers an easy way to sort messages. I created "rules" for different types of messages, having them automatically go into folders for later review. By taking newsletters and bulletins out of his Inbox, he can more quickly see messages that might require a response. I also created a rule that forwards a copy to me of any message that is tagged "important" or is sent from our CEO or COO. I can then alert him quickly of a message that he should see right away. Another rule that is helpful sends me items for action that I routinely handle. After the message is sent to me, it is deleted from his inbox. This eliminates the need for him to forward messages to me and I can take care of action items quickly. Color-coding messages according to the sender's name also causes the message to stand out.
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Linda Johannes on
2/21/2008 6:04:44 AM
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We use First Class e-mail and our executive has an e-mail address that is linked to my e-mail. I check the e-mails frequently throughout the day, delete, print, respond or delegate (forward) as necessary. That way he only has to deal with the most important e-mails.
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rwalton on
2/20/2008 1:00:35 PM
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We use Lotus Notes. The process I have set up with my manager lets me scan each e-mail and flag those that require action. I leave a code in at the beginning of the subject line of the e-mail. We use his initials and mine so we know who is to take action on each e-mail. When he opens his in-box, he can see the codes I have left and can quickly prioritize based on these codes.
Examples:
AB-A or AB-A by 2/20/08= Action for him to complete sometimes by a certain date
CD-A= Action for me to complete (i.e calendar items)
AB-Del= Delegate action/meeting to someone else
AB-DR= Document for review
If this will not work for you, the color coded flagging that someone else mentioned works well, too.
Good luck! I think I used to spend more time on my manager's mail than my own most days. This new system makes it faster for both of us.
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Anonymous on
2/20/2008 12:49:24 PM
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I use a filtering system for my bosses' e-mails. By setting up filters based on specific projects and individuals - by using this system - and knowing what is important - the unneessary mail can easily be deleted.
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Barbara Snyder on
2/20/2008 11:54:58 AM
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I use the colored flag options for "Follow-Up". I use a different color for emails of different priorities or information (i.e., Red flag for emails that require his immediate attention, Purple flag for emails from his "committee" members, Green flag for "action needed" items). Those always seem to grab his attention. I hope this helps!
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Anastasia Massey on
2/20/2008 11:20:52 AM
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We use the "GroupWise" e-mail system.
When the in-box overflows, I put the e-mail in the "Archive" folder to make space for incoming e-mail. The mail can be in the Archive folder indefinitely and you can always refer to old e-mail. It can also be put back into the regular mail box.
I am not sure if you can do this in other systems, you might want to ask your LAN Administrator.
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Vicky McKenzie-Levy on
2/20/2008 11:14:59 AM
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Deborah, the March issue of the Executary has an article on page 6 titled "Tag Important Email" that I think might help you. You can read this now at our website under the newsletter link after you have logged in. Let us know if you need any further help.
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AEAP on
2/14/2008 12:47:40 PM
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