Managing the list messages
I know that the high number of list emails can be quite overwhelming. Here are some tips on how to manage this, with thanks to the list members who submitted them:
- Switch to digest mode. Instead of receiving individual emails you will get a single daily digest. To switch to digest mode go to the MyECL page.
- Set up your email software so all list messages automatically go into a separate folder. This keeps your main folder free from list messages. You can then quickly scan the message when you have some spare time. It also makes it very easy to delete a whole batch of them if you get behind. To do this in Outlook 2000:
- Create a new folder
- Select a list message (one starting with [ec-l]) from your inbox
- Click on the "organize" button
- On the line starting with "create a rule", make sure the second box shows the name of your new folder
- Click on the "Create" button
- You probably want to say "Yes" to the question if you want to apply the new rule to the current emails in your inbox
- Decide what your goals are for being a member would help to identify which emails you want to read. I know so many people who waste hours reading them as a complete procrastination tool.
- Could maybe add a bit of reframing also :) The list is such a useful way of seeing what is going on and just choosing when to get involved
- If I send a request for info I set up a box for them all to go to separately and if I get really bored of a discussion I send them all straight to deleted items
- Set up your email software so it stores all adverts in a separate folder. All adverts start with "Adv", so you can set up a rule to do this for you
- Buy and read Mark Forster's excellent time management books
- Put your membership on posting only when you go away for any period of time. Do this on the MyECL page
- The following four tips by Mark Proctor [markp at MarkProctor.co.uk], with thanks:
- Another Outlook tip is to have the preview pane on - this gives you more visibility to assess the message than just the subject line. This should only be done if you've got antivirus software, though, since pane viewing can trigger some viruses I believe. You can also delete the message easily from your list and the focus will automatically move to the next message - another key press saved.
- I have an archiving strategy which means I keep some messages in my CoachList folder for long term reference (including a copy of the list rules/procedures ;-) ), delete others, to be cleared down on a monthly basis once I know I don't really need them and permanently delete ones I know that I am not going to need.
- I have a multitude of folders where messages are kept on a variety of subjects for auditing & reference. This enables them to be searched using Outlooks Advanced Find Tool. To keep the size of the 'active' folders down, I even archive some off to Outlook Personal Folders, which means that they are still searchable but that the outlook .pst file can be copied more quickly to my laptop when away from home office.
- Keep a subscriptions folder with the username/password, joining/leaving instructions of all the websites/newsletters/e-lists that you join. Admin will be easier if they're all in one place, more findable and less likely to be accidentally deleted. This folder, too, can be copied to a laptop, (maybe a list stored on web space too), so that you've got a backup and can access it on the move.
