I thought this question may be of some interest to our clients. This was an email sent to the Chicago Tribune and this is how we responded.

Hopefully you are not experiencing the same issues. If you are then please take a look at our web site to view our newly listed Email Efficiency and Etiquette Courses, we have added to our arsenal. Below is information on a Webinar with my trainer and author of The Hamster Revolution.

Question

 I need an expert on human behavior or e-mail addiction to explain why

I can't blindly purge the 1,000 e-mails in my inbox, even though I know it would reduce my stress level. Is it just me, or does everyone have trouble? And, how do I get rid of them?

Answer

Email overload is a problem and costing American businesses $308 billion every year. Once the email box is reduced, you need to look at preventative methods on avoiding the box being full by establishing best practices.

The problem is compounded when we take into account that a slightly different set of folders in My Documents and a long list of links in My Favorites section, which leads to the question, “where do I put it all.” Inevitably it stays in the inbox, causing the frustration you are currently experiencing.

1. To start with emptying the current emails: You need to preset a designated time block each day to get caught up.
2. Make these decisions on sorting through email: In The Information Excellence  Workshop, Email Efficiency and Etiquette portion we refer to the 6-D’s
3. Do it Now - If it can be done in 2 minutes
4. Defer it to a Specific Time - If it can’t be done in 2 minutes

                    Drag email to Tasks, Calendar or use Follow-Up Flag

1. Delegate it to a Specific Person/Time - If someone else should be doing it.
2. Delete it - If the first 3 D’s don’t apply and there’s no need to store it.
3. Define it – Define a target goal what is the number of manageable emails you want in your inbox?  Pick your Birthday, Golf Score, or Anniversary.  When we have a goal in mind, its easier to remind ourselves to schedule time to go through our bloated inboxes.
4. Divert - Auto route emails to folders – we’ll show you how in a few minutes.

Why do we want to clear out the inbox?

1. Viruses can attach the email but most likely not you’re my Documents.
2. Storage is limited in your email box. The computer has larger capacity to store information.
3. Keeping emails in the inbox have no priority, emails may be hard to find.
4. When documents are in one area, it is easier to find, achieve and delete.

This is a start on your problem. It all comes down to the more you send the more you receive.  Email is like a boomerang you can control what comes to you by how you send it.

Karen T. Cynowa
Professional Organizer, Productivity Consultant