Tonsho Winter Newsletter: Is Your Inbox Out of Control?
Welcome to the winter edition of the Tonsho Newsletter. We will email you this communication on a quarterly basis and aim to include relevant and informative articles which we hope are of interest to you. We will also inform you of important updates and new features added to the Tonsho product range.
We welcome any feedback from you regarding this newsletter, or Tonsho in general, so please email us to let us know what you think of this newsletter and with any suggestions for hot topics you think we should include in future editions.
Is your inbox out of control?
Emails have been the preferred method of communication for most businesses for some time now. We're all familiar with email and use it to make our working lives easier, or do we? Research shows that many of us actually find that managing the unrelenting stream of emails that we send and receive every day is becoming increasingly difficult and frustrating. If you're someone who wonders whether they could be using email more efficiently, take a few minutes to read the following 6 helpful tips on how to get back in control of your inbox.
1. Empty Your Inbox Today!
Ensuring your inbox is emptied every day will help you stay in control of your workflow. It is really important to respond promptly to every email you receive and the DEAL model will help you do that:
- Delegate - can you, or more importantly, should you action the email? If the answer is 'No', delegate it to the appropriate person.
- Erase - is the email relevant to you? If not, hit the delete button or archive if you're not sure.
- Action - if the email has not been delegated or erased, you need to action it as quickly as possible, anything that can be actioned in a couple of minutes should be done straight away!
- Log - emails that can't be actioned immediately should be logged and dealt with later
2. Organise By Action not Subject
Although it may seem logical to create folders for each project or task, you will find it easier to prioritise your work if you organise your emails by the required action, for example:
- Inbox (emptied daily)
- By Deadline
- As soon as Possible
3. Don't Over-organise
If your folder system is too elaborate you might just forget where you've put things, so stick with a small number of high-level categories. If you've got more folders than you can view on one screen - you've probably got too many!
4. Stay on Top
To stay on top of your emails, you must review them regularly:
- Daily - empty your inbox
- Weekly - ASAP and Deadline Driven folders
- Monthly - update folders and archive any completed tasks or projects
- Annually - review archived emails and move or delete obsolete items
5. Filter Spam
Receiving unwanted spam (junk) emails is a problem that threatens to take over your inbox, unless you take the appropriate action against it. This is where Tonsho can help. Unlike standard spam solutions, which can incorrectly identify valid emails as junk, Tonsho gets users to prove they are human and genuinely interested in contacting you. This not only ensures that spam will stay out of your inbox but also that you receive all your valid emails too.
6. Heavyweight Mail
When sending attached files, you are limited by the size of the recipient's inbox (which is usually set to between 1Mb and 10Mb). Mails larger than the recipients limit will bounce back marked undelivered. Again, Tonsho can resolve this issue for you by allowing you to send files of 100Mb or more (20 times larger than a standard email server usually allows). It also allows you to do this without having to upload the attachment separately to a website, just send an email as normal, with the attachment, using your usual email client.
For more information visit www.tonsho.com