When Covid hit , the company I work for had to furlough a couple of people on my team. I was suddenly not only wearing many hats, I was managing other people's email addresses. I made a plan to keep inboxes managed until I could get these people back. Here's how I do it:
Email Inbox Organization Tips
Delete It • Filter It • File It
First, A General Clean Up
If you don’t need it, DELETE it.
Delete it the minute you read it and know you don’t need it. (Gmail keeps deleted emails for 30 days.)
Update Your Calendar, then DELETE Event Emails
Emails invitations, changes, cancellations, etc. do not need to be saved if you’ve changed your calendar. Say Yes, No, Maybe, then delete. If you can’t part with them, make a folder called Calendar and move them as soon as you respond.
Take Control of Distractions by Filtering
Google Filter How To: https://support.google.com/mail/answer/6579?hl=en
Decide WHEN you have time to read the content from your favorite newsletters. Otherwise, the content comes in, distracts you, makes you open the email, then leave it in your box to work around for days. Instead, make a folder called “Newsletters” and filter the ones you want there. Read them when you can MAKE the time.
Filter or Unsubscribe from Sales & Alerts
Just like content newsletters, FILTER FILTER FILTER! While you’re filtering each subscription really decide if you need it. Otherwise, UNSUBSCRIBE. You may likely be able to find those same sales and alerts WHEN you actually need them on the brand’s social channels or website. Otherwise, you’re checking your phone every time there’s a “ding” or that number badge for random sales you don’t need. Those seconds add up!
Okay, Now What To Do About What’s Left?
Save Emails With A System
With work conversations, emailed files, data that needs referenced, and so on, you will have hundreds of emails to file and save for the future. Build a set of folders with parent and sub folders the same way you file on a server, common drive, or cloud drive. This way, you’ve trained your brain to save consistently, and you’ll know where to find things in the future.
After you have your file system in place for a few months, click through each folder. If it has just a few emails, eliminate the folder and file those emails in the next logical place. Too many folders is just as overwhelming as too many emails.
Things With A “To Do” Attached? Either:
1. Leave them in your inbox as your to do list, then file as SOON as they’re done.
2. Put that “To Do” Item on your To Do list in the priority order it needs to go and then file it where you know you can find it when you’re working on that task.
Otherwise, never touch an email more than once. Enjoy your efficient inbox and all that saved time!
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Did I start the job search soon?
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My manager, the second one I’ve had in my 2 years in this position, is leaving.
Ok, so my organization is great- great people, work-life balance, benefits, etc. However, since I’ve been there (will be 2 years in November), both of my managers i had have/are going to leave for really great opportunities outside of our org. While I’m super happy for them, i am concerned about how it’ll potentially impact my career growth. I’d still be doing the same work just reporting to new people, which may change as they hire on a replacement. Which is annoying to start the manager/employee relationship all over again.
My manager is leaving in a few weeks and is invested in making sure there’s a plan in place for who i report to when they’re gone. I guess my question is what would you ask them/consider during this transition phase? I was hoping to start the “it’s been 2 years, I’d like a raise or at least something to help with inflation” conversation but I hate doing this, it’s always so awkward. At the same time, it may be best to get the ball rolling on that to see what can be done prior to my manager leaving?
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Hi all - ok this is a first.
The new boss, promoted from within, and I are a bad fit, to put it mildly. I put in my two weeks’ notice, and she replied that I could leave tomorrow.
Here’s the twist: I WANT to stay for two weeks, to put files in order, to coordinate with co-workers the processes for future events, and to finish setting up a Dropbox account for my department. Most of all, I work in a retirement community, and want to ease these beloved residents into the knowledge that their trusted friend is leaving them in good hands. They just lost the last ED without notice and took it badly.
This new boss rules with a cudgel. She starts all discussions with No you can’t do that. She changes my plans on ginned-up reasons (e.g. she canceled my bus trip due to “insurance changes” which had nothing to do with the trip). She lays down the law, and when advised of an error, she doubles down and tries to blame the victim of her error. She refers to staff members as “bodies,” and cares for the residents based on the level of their rent checks. I can’t get away from her fast enough.
Still, I have a good plan for leaving, and as you can tell from the above description of her, any discussion is going to go badly.
any and all advice is much appreciated!
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Hi all, I’m based in the United Kingdom looking for a remote HR role
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