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Email Organization
Hacks
Get your life in order, all ready!
Joyce Brafford
NCBA Center for Practice Management
Prioritize!
Define your top 6:
Top people or Top
Matters that are
highest priority this
week
Focus on priorities
first.
Delete as Soon as Possible
If you’re not going to read it, respond to it, or delegate it,
DELETE IT!
Your inbox is not a task list- keep reminders elsewhere
Use Folders
Organize Your Email for Future Reference.
Use matter-numbers, dates, names- what ever makes
sense within the context of your office
This is no time to get creative
Only save emails that are important for record keeping,
client communication, or other long-term purpose.
Categorize
Urgent/ Priority Matters
Important/ Non-priority Matters
Non-urgent/ low importance
Every email fits into one of these categories. Assign
every email a priority level, and start working your
way through.
You’re not a fast food establishment- Your email priority isn’t
“first come; first served.”
Schedule Email Time
Schedule time to read and respond to email. Stopping
every 5 minutes to check your account wastes time. You lose
time regaining your train of thought, moving back and forth
between programs, and… SQUIRREL!!
Use Your Task List
• Use your built-in task list for follow up activities.
• Don’t keep an email in your inbox as a reminder
• Create specific tasks with deadlines to be more
productive
Use Supplemental Programs
Use programs like Follow Up Then to send
you automatic reminders, follow-up notices,
and to resend email at a time when you can
handle it.
Questions?
Contact the NCBA’s Center for Practice
Management at:
CPM@NCBar.org

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Email Organization Tips

  • 1. Email Organization Hacks Get your life in order, all ready! Joyce Brafford NCBA Center for Practice Management
  • 2. Prioritize! Define your top 6: Top people or Top Matters that are highest priority this week Focus on priorities first.
  • 3. Delete as Soon as Possible If you’re not going to read it, respond to it, or delegate it, DELETE IT! Your inbox is not a task list- keep reminders elsewhere
  • 4. Use Folders Organize Your Email for Future Reference. Use matter-numbers, dates, names- what ever makes sense within the context of your office This is no time to get creative Only save emails that are important for record keeping, client communication, or other long-term purpose.
  • 5. Categorize Urgent/ Priority Matters Important/ Non-priority Matters Non-urgent/ low importance Every email fits into one of these categories. Assign every email a priority level, and start working your way through. You’re not a fast food establishment- Your email priority isn’t “first come; first served.”
  • 6. Schedule Email Time Schedule time to read and respond to email. Stopping every 5 minutes to check your account wastes time. You lose time regaining your train of thought, moving back and forth between programs, and… SQUIRREL!!
  • 7. Use Your Task List • Use your built-in task list for follow up activities. • Don’t keep an email in your inbox as a reminder • Create specific tasks with deadlines to be more productive
  • 8. Use Supplemental Programs Use programs like Follow Up Then to send you automatic reminders, follow-up notices, and to resend email at a time when you can handle it.
  • 9. Questions? Contact the NCBA’s Center for Practice Management at: CPM@NCBar.org