Email for Boss

[susan silva]

Do you handle your bosses email?  If so, can you share how you set up your system on what is important, information, junk, etc?    If you don't handle your bosses email, do you keep your folders organized?

[gee4]

Yes I handle boss's email, but to a point.

When he's in the office I respond to meeting requests etc, but let him reply to anything else that only he can answer.

When he's out of the office, I will respond to the email sender and advise when he will be back in the office, although he can dial in remotely depending on where he is.  If something is urgent I will of course pass on a message immediately, but receiving such a message depends on location/timezone etc.

My boss has his own folders set up and I think that's the way most people prefer to work.  It means he doesn't have to go hunting in folders trying to find this and that, plus he can always move emails wherever he wants.

[msmarieh]

At most prior companies I have, but at this company, admins aren't allowed access to their boss's emails. So he has to handle it all himself. It's a big pain in the neck since people periodically forget to copy me with things I need to know about and my boss is not good about sharing that way.

[gee4]

I have had experience of that too Marie.  The same thing went on in my last company.  I reckon if that's how they want to operate, who am I to question it.

Personally I feel a PA should provide full support and that means viewing and responding to emails.  My boss is rarely in front of his pc 8 hours a day, so I think he and others find it helpful when I respond or chase things up.

[Alicia M]

I have access to the email box, I weed out spam and pure information emails.  There are a list of names I don't open.  I have a file three files folders in his email system that I drop them in, Urgent, Mail, and Information. If I run into something urgent regardless of what it is or who it is from, of course I put it in that file, the bulk of the mail goes into Mail and if there is a company meeting or announcement, I put it in information.  Information is more like a .. no hurry to read box.

For me?  I set up the same system I have folders for everything, expense emails, client emails, (each company has their own file), personal (not "personal" but work related just to me, my personal personal I get on my private gmail account.)  I try to get to my email taken care of so I keep inbox clear.

[Katie G]

At most prior companies I have, but at this company, admins aren't allowed access to their boss's emails. So he has to handle it all himself. It's a big pain in the neck since people periodically forget to copy me with things I need to know about and my boss is not good about sharing that way.

Same thing here.  My previous boss allowed me full rights to his email -- to the point that I could send emails under his name.  This boss handles his own -- his choice -- and I run into the same problems that Marie has regarding not getting information I need.  Makes for some interesting situations.  He's working on cc'ing me on his replies at least.  That's a first step.