Q: How do you deal with e-mail deluge?

Q: How do you deal with e-mail deluge?

One message at a time--until recently. I now have the new version of Microsoft Outlook, which helps me deal with e-mail by blocking certain senders. In addition, our Internet service provider has installed aggressive spam and virus filters on our server. This has combined to cut e-mails to about one third of previous levels, and most of those messages are now legitimate.

Bob Benedict, CAE Executive Director, National Pawnbrokers Association, Roanoke, Texas; [e-mail]

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Our service provider offers partial protection, but spam is inevitable. We've found the best defense is evasive maneuvers through the creation of filters and throw-away e-mail addresses. Filters allow us to dodge new infiltration tricks by spammers. Temporary e-mail addresses allow us to Web browse in relative obscurity and block incoming junk.

Sammi Soutar, CAE President, Able Management Solutions, Inc., Columbus, Ohio; [e-mail]

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A huge percentage of my daily e-mail is trash and can be immediately disposed of. To cope with the threat of viruses, I also delete any e-mail from a recipient address that is not familiar to me. Despite my best efforts, a large number of e-mails have to be attended to--either by my staff or myself.

As a time saver, a call in response to an e-mail sometimes eliminates the back and forth, though my use of that method depends on whether I want my response to be a written record. Similar to sorting mail, an immediate scan of messages allows me to assign a priority for response according to the sender and importance of subject; if it is important, I will flag it and return to it as soon as I can.

Patricia Aiken-O'Neill President and CEO, The Eye Bank Association of America, Washington, D.C.; [e-mail]

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The first rule is to handle it once: Answer it, forward it for handling, hold it until you're able to respond to avoid back-and-forth messages, or delete it. The key is to have a system. Other suggestions that work for me:

* Delete all junk mail immediately. Avoid the temptation to read it. A lot of time is lost reading junk mail, whether it's e-mail or the tons of junk we receive in our mailboxes. Some individuals use a block sender list to automatically route the mail to the junk folder. The key is to get rid of it immediately.

* Prioritize your e-mail. Use your time to answer high-priority subjects or key individuals first.

* Establish a timeframe to answer mail. Respond within 24-48 hours.

* Identify one or two blocks of time a day to answer e-mail. Avoid feeling that as soon as the "bell rings" you have to respond (unless it is a priority).

* At the end of the day, empty your deleted items folder. Just like the garbage, avoid the temptation to go back and retrieve it.

* Once or twice a week review e-mail by sender to make sure nothing was missed. Delete messages that are dated or no longer needed.

* Keep your messages and responses short. Send messages using the subject line only whenever possible. Confirm receipt when needed. If not, avoid the back-and-forth "thanks," "got it," and so on.

* Finally, review your system periodically to see if it is meeting your needs. If not, make adjustments. E-mail is here to stay, and we have to keep exploring ways to handle the deluge.

Jamilah R. Jor'dan Founder and President, Partnership for Quality Child Care, Chicago; [e-mail]

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