The Information Technology Column

Improve communication and reduce your electronic stress levels

Surveys show that UK office workers can now receive over 20 messages every day. For some, e-mail is increasingly difficult to manage and a frustrating burden, getting in the way of other work. Here are some tips for more efficient handling of e-mail.

• Beware junk mailing lists. Avoid sites that ask you for your e-mail address unless you know exactly what is on offer - you can be bombarded with unwanted material. De-register from any newswires you no longer find useful.
• Delete at will. Use the delete key as freely as possible. Delete all obvious junk without reading it.
• Filter your mail. Automatic systems such as Outlook, Eudora or Claris E-mailer can sort your e-mail into different folders.
• Prioritise your mail. E-mail is actually a good starting point for acquiring the skill of prioritising work. Most programs allow you to assign different colours to e-mail from selected people. So, if e-mails from a certain person are usually important, you can colour code them red and deal with them as a priority.
• Don't let your inbox build up. Clear it out regularly, or the stress will mount.
• Use auto-replies. Some systems allow you to automatically reply when you are not available, saying exactly that.
• Keep only one or two accounts. While extra accounts with the likes of hotmail and yahoo are useful for accessing e-mail anywhere, remember that more addresses means more mail.
• Learn e-mail etiquette. To help others out, always re-read your message before sending it. E-mails should be succinct and to the point. Never use upper case only, IT LOOKS LIKE YOU'RE SHOUTING!
• Maintain verbal communication where possible. If you can get up and talk to someone three desks away rather than e-mailing them, do so!