Information Technologies
Productivity Tips

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All e-mail, all the time | Create your own 'no phishing zone'

All e-mail, all the time

Sound like the slogan for a local radio station: All hits, all the time? You can easily turn off the radio, but it isn't as easy to turn down the volume on non-stop e-mail. Even though e-mail can be an effective tool for communicating, it can become counterproductive when you feel the system is beginning to control you.

If you feel that e-mail controls more of your time and energy than you’d like, there are ways you can manage it. Although everyone works differently, and you’ll need to discover the methods that work best for you, here are some effective techniques for gaining control over your e-mail.

  • Turn off automatic notifications
    Any alerts that notifiy you of a new message should be turned off: You won’t be distracted and interrupted by constant pop-ups, beeps, or chimes.
  • Clean out your inbox
    Make a resolution to devote an hour or so every day to respond to or delete a message that is less than 3 months old. The issue in a message older than that have most likely has been resolved, so these messages can be deleted without much risk.
  • Follow the “touch it only once” method
    Originally, time management experts supported the “touch it only once” method for paper mail. However, the same principles apply to e-mail. Basically, you have four options when you receive a new message:
    1. Delete it.
    2. Reply to it if responding takes less than 2 minutes.
    3. Forward it if necessary to as few people as possible. (Ideally, forward to only the person who needs to follow through with any action items).
    4. File it only if necessary.
  • Set time limits
    Set a time schedule for when you’ll check your mail, such as every 15 or 20 minutes. If a message is urgent, the sender will most likely call you anyway.
  • Use the phone
    Instead of writing a lengthy message (which takes time for you to write and the recipient to read), pick up the phone and call. Many issues can be resolved quickly through a brief telephone call.
  • Follow e-mail ettiquette
    Follow e-mail ettiquette to decrease confusion between you and your correspondents:
    • Write a subject line that is clear and to the point.
    • Send a message only to those who absolutely need to know/take action on its contents.
    • Avoid sending "thank you" messages unless absolutely necessary.
  • Other tips
    You might want to consider some of these additional techniques for saving time:
    • Remove your name from list serves.
    • Set up an automatic meeting scheduler.
    • Educate coworkers about e-mail productivity tips.
    • Learn the options available within your e-mail client for filtering out spam and other unwanted mail.

You can find thousands of web pages devoted to effective e-mail management and strategy. The five sites listed below can help get you started.

Create your own ‘no phishing zone’

Who hasn't received an e-mail message saying that your "bank" needs you to authenticate your account information or risk having your access shut off immediately? Or e-mail requiring you to provide your password for your University e-mail account? These e-mail messages are bogus and are called "phishing scams."

Phishing is a criminal activity that uses electronic means to attempt to acquire private information such as credit card numbers, passwords, and Social Security Numbers by pretending to be an authentic organization. Many of these messages purport to be from popular social web sites (e.g., Facebook and MySpace), online payment companies (e.g., PayPal), online banks (e.g., Wilmington Trust, Bank of America, Emigrant Direct), and Internet Server Providers (e.g., Yahoo, AOL).

The most important thing to remember is NEVER to respond to these fraudulent requests. Do not click on any part or link in the message and immediately delete it. An authentic bank, online retailer, or other institution will never ask you to verify any personal information through an electronic communication.

You can learn how to identify phishing scams, avoid being tricked, and report phishing scams to the proper authorities, so your e-mail account will become a "no phishing zone."

Last updated April 8, 2009

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