Are you struggling to manage your mail?
Can’t find the time to do so?
This task may often seem cumbersome and unnecessary, nevertheless it is crucial to deal with it properly.
How to proceed
Although each company has its own way of doing business, there are certain possible ways of optimization that come up regularly.
First of all, do not neglect the time spent on this work. Quite frequently, daily tasks that seem insignificant to us are often neglected. The majority of people prefer to leave that for later because they consider they have other priorities. While this reasoning is understandable, do not get tricked! In other words, rather than putting it off and hoarding work to be done later, take some time every morning to get up to date with your mail. It may take you 30 minutes, or maybe 2 hours, to figure out how much time you have available for that.
Secondly, define a ranking method that suits you. To do this, you obviously need to know the type of mail you receive and send. The idea is therefore to define an option that suits you, such as sorting your mail by date received/sent, by importance, by alphabetical order, or so to say, in the manner that is the most appropriate for you. There is no perfect solution, it simply has to be logical and effective in the context of your business.
Thirdly, do not hesitate to engage a professional to manage this type of tasks. For example, you could hire an administrative assistant, but this may be too expensive. This is why the solution might be to choose the services offered by coworking spaces, aiming to manage your mail, parcels, and emails, or even serve as a call center. In this case, you have total control over your documents, without wasting any time on dealing with them. As the provided services vary from one coworking space to another, it is more advisable to get the information directly from the relevant staff, to make sure you find exactly what you need. Be assured, these services are of course protected by confidentiality agreements.
Now let’s discuss the e-mail. We all know how difficult it can be to discern which emails need attention, and which ones are just spam and irrelevant ones. In order to reduce the amount of time spent sorting these different types of emails, you can simply install filters. This does not mean that you will no longer receive any spam mail, but the majority of the irrelevant emails will be redirected to the spam section of your mailbox.
As mentioned above, there are many ways to optimize your mail management, therefore it is up to you to find the one that suits you best. And do not forget, that you can always use a mail management and call center service, which will save you valuable time on other more important tasks!