managing an email Inbox

[thommo]

Can anyone give me any tips on managing your bosses email In Box?

Thanks

Edited by jackie on 22/03/05 03:59 PM.

[ControlledChaos]

Thommo

I have set up folders in my bosses in-box which relate to the organisations that the emails come from or the subject the email refers to (if responses come from various organisations) and then file them accordingly.  This way I always have the information to hand, if needed, and as our system auto-archives on a regular basis the folders do not get too large.   I find this way works well for me but you may need to adapt it to your situation.  I don't know how many emails you receive but a typical day for me is between 50 to 100, depending on what projects are on the go.  

I also find it is easier to keep the names of the files in the inbox the same as those that are used for filing other correspondence, for example I have a folder in my bosses inbox called Meetings which is sub-divided into the different meetings she attends and corresponds with the files for the different meetings in her office.

I hope this has been of some help to you.

Val

[countrigal]

Another helpful tip in Outlook is the rules options, where you can have certain e-mails go immediately to a specific file/folder within Outlook.

What are you actually expected to do with your boss's e-mail?  Are you expected to organize it, keep him/her informed of which ones need replies, etc?  Or just keep the junk e-mails out of the way so that when he/she sits down to read e-mails, they only have what is important sitting there?  Before we can really give any assistance, we'd need to have an idea of what your boss's expectations are for you regarding the In-box.

CountriGal
Peer Moderator

[thommo]

I would definitely be expected to keep him informed of ones which need replies and I imagine that I'll also have to keep it organised and free from junk too.

I'm sorry I can't be more specific at the moment but hope that give you enough to go on.

Thanks so much, these responses are helping already.

[mishka]

Hiya

I would begin by setting up some of the rules that have been mentioned.  Outlook is great as it takes you through them step by step.

I also find the "organise" facility useful by coding my bossie's emails by colour.  All messages from one person to be shown in red for example - particularly if they're corresponding on a hot project at the time.  The colours can be turned on and off whenever you like.  It just helps you to spot the important emails.

Apart from that - maybe keep a hard file for emails that need follow up until you're used to the system.  Note the date they're forwarded, and a flag date for action.

I hope this is useful.  Good luck!

Mishka  xx

[gee4]

While I have access to my bosses inbox he prefers to manage this himself.  I only tend to keep an eye on mails if he is out of the office at meetings or away on business for long periods.  If I can act upon something that is urgent, and he is not available or hasn't read the email, then I would be pro-active and do so.  However while he is in the office, there is no need for me to interfere.

Perhaps setting some ground rules around this would help.  Then you know you are both clear on the process.

G

[bethalize]

I have a set of folders (under the inbox if it's a pop account or there is space on the Exchange server, or in a separate PST if not) where I file everything, sent and received, from that person or company. If I am filing e-mails that have been sent to two people I put a copy in each folder. I don't have anything left under my 'sent' items.

I also make good use of the follow-up flag in Outlook.

Bethalize
Peer Moderator