Keep Your Inbox Tidy

As I opened up MS Outlook this morning and found more than 1,000 emails cluttering up my inbox, I thought it was time to do some housekeeping. Here are a few of my secrets.

1. Create folders and sub-folders
   There is nothing wrong with saving old emails. I save EVERY email (except spam) that I receive. I have every email that I have received since about the year 2001. Back in 2004, someone asked me for information on something from 2 years prior and I was able to go back to my folders and find that info. In some cases, it can prove someone is right or wrong! You can see the general hierarchy of my folders with the pictures on the right.
   
   To create a new folder right click on the main folder and select "New Folder...".
   
   
2. Create Email Filters (RULES)
   I have joined numerous email lists (since I've been in the email marketing industry) so I created filters to put the ones I don't read every day into a special folder. Then I can always go to that one for reference.
   
   To create a new rule, go to TOOLS > "Rules & Alerts..." and follow the prompts.
   
   
3. Stay on top of it.
   Every month, I create a new sub-folder under "To-Do's Done" and then archive last months. I then go through my inbox putting messages in their appropriate folder, until I have no more than 25 emails in my inbox.

Everyone has their own strategies, but this one has worked for nearly 7 years! Keep things tidy!

Importance of Contact Management

Tis' the Season...This weekend was spent putting up the Christmas tree, decorating our house, and writing out Holiday Cards to all of our friends and family. As I began to populate the list for my business clients and associates, I realized that I did not have everyone's mailing address.

Historically, I have always sent a a holiday e-Card that I design. I will of course still continue that tradition, but I made a New Year's Resolution last year to send physical holiday cards. So, today, my task will be to rummage through my very large stack of business cards and start adding them to all of email records.

I am currently using MS Outlook for my Contact Management. I have thought about moving to something a bit more robust like ACT!, which is the only one that comes to mind right this very moment, but with any new tool that takes time. My other option is to buy a card scanner for $100 to read all of my business cards so that I can just push a button after it has digitally scanned them in.

Another choice I could use is to utilize an online business networking/contact management services like LinkedIn, Plaxo or Ryze. I am currently a member of LinkedIn and Plaxo and it has been great for business networking and getting updates from old colleagues who change companies. Unfortunately, I still think that as a full contact management software, going online is still a bit cumbersome and not something that fits my workstyle just yet.

Nonetheless, I have learned and am sharing with you that it is very important to keep your records curent no matter what business you are in. It will make your life that much easier. Perhaps that should be YOUR New Year's Resolution!