Durham, NC - Tips for Managing E-mail

* Minimize spam. Install filters to block e-mail from certain senders.

* Read first. Make sure you're responding to the latest post and not repeating points already covered.

* Talk. When sensitive issues need to be discussed, face-to-face conversation or a telephone call may be a better communication choice than e-mail.

* Organize your inbox. Create three folders or labels in your e-mail client: Action, Later and Archive. Each time you check e-mail, delete messages you don't need; respond immediately to the ones that take less than two minutes; and file messages that represent a to-do item in the "Action" folder, messages that need follow up in the "Later" folder, and those you want to keep in "Archive."

* Instant message. Consider alternatives to e-mail, such as instant messaging (IM) for quick questions or wikis for sharing opinions about documents. For IM details, visit oit.duke.edu and select "Email & Messaging"; for DukeWiki, select "Web & Multimedia."

* Be concise. Clear, focused subject lines should reflect the content of your message.

* Limit carbon-copy. Copy only people who really need to get the e-mail.

* Restraint. Limit the times you check for and scan new e-mail throughout the day. Turn e-mail notifications off to avoid interruptions and consider setting aside time for processing e-mail.

By Cara Bonnett
Managing Editor, News & Information
Office of Information Technology