Re: Filing Emails

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Posted by Julie Signore on January 12, 2001 at 16:07:45:

In Reply to: Filing Emails posted by Sheila H on January 06, 2001 at 19:17:44:

Aloha Sheila....

Ahhhh yes -- technology has yet another way that requires organization! :)

Actually, I am an advocate of segregating e/m -- my internet id is SOLELY used for e/m generated by this website! This i.d. generates about 500 e/m's a week....& they are all read! I have 176 different file folders for this mailbox.

I also have a cserve id I use for family/friends/special interests & professional associations in order to keep my e/m Life more manageable & this has worked GREAT for me for several years now!

On my cserve id I have 225 different file folders. Both id's have imbedded sub-categories within the main category in numerous instances. ..the key is all in the naming conventions implemented. Just like a regular file system -- keep the titles MEANINGFUL -- so you can find WHAT you want WHEN you want it.

The other thing i have (I'm a MAC user) :) is a program called *Retrieve It* it was shareware I got several years ago & I love it!! Now *if* for some reason I can't find a file or a msg I know is here...yet I can remember a phrase that was in the content -- all I do is plug it into *Retrieve It* & -- it finds it for me.

The other thing I do is weed thru my e/m files about 3-4 x a yr. In this manner i do not hesitate blowing away entire files that are no longer needed or useful.

I think in reading your msg -- the first suggestion I have is to get another id!

Regardless of whether you are running a home based business or a storefront -- I do NOT recommend mixing your personal e/m w/professional correspondence. It will also make it a LOT easier to read thru your e/m's knowing full well you MUST respond to the business ones on a certain id. each & every day

Oftentimes...my personal correspondence needs to take a back seat -- yet it's nice to know it all resides in the same place so when time permits I can respond :)

One other thing I do is leave EVERYTHING in my in-basket until it's read. I wouldn't even consider filing it until I know if it's a keeper or not first. The other thing I do is *if* I need more info to a response I am working on (in either id) I use the *save* button on my internet id or address it to myself on cserve...in this manner something I am composing is never sent *by accident* :)

Something that perplexed me in your post:
"...It is not uncommon for me to have 500 in my inbox before I just create a new inbox. "

I'm not sure *what* this part means....the only thing I can say is that there is no way I could look at 500 e/m's simultaneously. Hence the need for *file* sub-division.

ex: 1,2,3 SORT IT could *never* be a file topic because of all the components. I have files cabinets for evals... req. for svc,... req to do a hot pick... files for each of the vendors I deal w/...signups for chats...orders ...cybercash orders...merchant acct orders...ideas from visitors....accolades from visitors (hey everyone needs a stoke on the back to remember on the crazy days) ...contests we run...winners...marketing ideas....p.w. & id info I need to update links or SE material etc....I'm sure you get the picture :)

Hope this helps! If I *missed the point* on your question -- feel free to post again :)

Much Aloha,

Julie Signore -
President: The PHOENIX Organizational Consulting Service
CEO: 1,2,3 SORT IT Organizing Solutions -- Innovative Tools
NSA Member, NAPO Member

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Comments:
: Aloha Sheila....

: Ahhhh yes -- technology has yet another way that requires organization! :)

: Actually, I am an advocate of segregating e/m -- my internet id is SOLELY used for e/m generated by this website! This i.d. generates about 500 e/m's a week....& they are all read! I have 176 different file folders for this mailbox.

: I also have a cserve id I use for family/friends/special interests & professional associations in order to keep my e/m Life more manageable & this has worked GREAT for me for several years now!

: On my cserve id I have 225 different file folders. Both id's have imbedded sub-categories within the main category in numerous instances. ..the key is all in the naming conventions implemented. Just like a regular file system -- keep the titles MEANINGFUL -- so you can find WHAT you want WHEN you want it.

: The other thing i have (I'm a MAC user) :) is a program called *Retrieve It* it was shareware I got several years ago & I love it!! Now *if* for some reason I can't find a file or a msg I know is here...yet I can remember a phrase that was in the content -- all I do is plug it into *Retrieve It* & -- it finds it for me.

: The other thing I do is weed thru my e/m files about 3-4 x a yr. In this manner i do not hesitate blowing away entire files that are no longer needed or useful.

: I think in reading your msg -- the first suggestion I have is to get another id!

: Regardless of whether you are running a home based business or a storefront -- I do NOT recommend mixing your personal e/m w/professional correspondence. It will also make it a LOT easier to read thru your e/m's knowing full well you MUST respond to the business ones on a certain id. each & every day

: Oftentimes...my personal correspondence needs to take a back seat -- yet it's nice to know it all resides in the same place so when time permits I can respond :)

: One other thing I do is leave EVERYTHING in my in-basket until it's read. I wouldn't even consider filing it until I know if it's a keeper or not first. The other thing I do is *if* I need more info to a response I am working on (in either id) I use the *save* button on my internet id or address it to myself on cserve...in this manner something I am composing is never sent *by accident* :)

: Something that perplexed me in your post:
: "...It is not uncommon for me to have 500 in my inbox before I just create a new inbox. "

: I'm not sure *what* this part means....the only thing I can say is that there is no way I could look at 500 e/m's simultaneously. Hence the need for *file* sub-division.

: ex: 1,2,3 SORT IT could *never* be a file topic because of all the components. I have files cabinets for evals... req. for svc,... req to do a hot pick... files for each of the vendors I deal w/...signups for chats...orders ...cybercash orders...merchant acct orders...ideas from visitors....accolades from visitors (hey everyone needs a stoke on the back to remember on the crazy days) ...contests we run...winners...marketing ideas....p.w. & id info I need to update links or SE material etc....I'm sure you get the picture :)

: Hope this helps! If I *missed the point* on your question -- feel free to post again :)

:
: Much Aloha,

: Julie Signore -
: President: The PHOENIX Organizational Consulting Service
: CEO: 1,2,3 SORT IT Organizing Solutions -- Innovative Tools
: NSA Member, NAPO Member

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