Is email ruining your life and your productivity? Ok, sure it may not be as dramatic as that… but if you’re heart beats a little faster every time you hear that tone your computer makes when you get mail, or if you’re checking your email every few minutes (hey, did you just go and check it while reading this sentence?) maybe there’s a few little things you can do to get your productivity (ie: your actual work) back up the priority list.

1. Get the news, when you want it

I looove newsletters but if I stopped to read each one as it came in, I’d never have any time at all. Instead I’ll sit down with a cocktail (or on a plane) once a week or every few weeks and read through the ones that grab my attention. To make sure I’m not bogged down with them in my inbox I can set up rules so that they go into a special folder in my inbox called (shock horror) “To Read”.

2. Alias it up

An even more advanced version of tip 1 (so that you don’t have to create a new rule for each newsletter) is to have a different email alias for your newsletter subscriptions. So you might be jane@rockstarrealestate.com but you might sign up to all your newsletters with janenews@rockstarrealestate.com. That way all your newsletters will automatically go into the folder you’ve set up.

3. Ditch it

Still on newsletters and regular mailings. Be a little cruel and ditch the ones you don’t read.

4. File like a crazy person

I like to keep my inbox empty or with only the most pressing items that need to be done that day. To do this, I’ve got about 5 folders set up that I file my work into. These ones work for me:

• To do this week (and I have a diary note to check this once a week)
• To do soon (I usually only check this once a month, but if I put something in here that has a specified time frame I’ll put a diary note in to remind myself)
• Waiting on other people (so that I can keep track that what I’m delegating gets done, I find it’s easiest just to CC myself in on any emails that I delegate and pop them in this folder)
• To read (which we’ve been through)
• Funny (for the emails that make me giggle, it gives me somewhere to go back to when I need a pick up)
• Delete (ok, so I didn’t make that folder up, but the only way to stay on top of your email these days is to put MOST email in here! Stop clogging up your system and your mind, deal with it and dump it)
• Others (I have a few specific folders for different business ideas I’m working on, people I need to visit and other folders that work for me. You’ll figure out what works for you, just don’t go folder mad and have so many folders that you only file and never do the work!)
  

5. More on the Sydney Bristow (aliases)

I travel a lot, and when I’m away someone else (fabulous Megan) will check my email. If you’ve got your very own Megan, consider another email alias that you can give people as a contact in case of emergency email (I just use my hotmail account for this as it’s web based and I know that I can get quick access to it almost anywhere in the world).

6. Be Zen like

Keep your in box as empty as possible. I don’t care how brilliant you think you are at email, having 1,500 emails in your inbox is a recipe for disaster.

7. Just say no

If you’re constantly getting swamped by annoying emails (perhaps the ones that promised doom and gloom if you don’t pass them on to everyone you know within 4 seconds) just kindly let the repeat offenders (and they are usually repeat offenders) know that you’d prefer not to receive them anymore.

8. Recycle (good for the environment, and for your inbox)

In an ideal world you should only write the answer to a question once. From there you’ll blog it, or add it to your website’s FAQ or you’ll keep a template so that you can reuse it.

9. Don’t be a robot

On that last point, any standardised or template emails you send out should still sound like a human (not a robot) wrote them! Don’t be afraid to inject a bit of personality.

10. Delegate with style

If you pass an email onto someone else so that they can action it, CC the person who sent it to you in on this delegation so they know that you’ve done it and they know who the contact person is now. This covers your butt and lets the person know you’ve done something all in one step.

11. Break the addiction

Turn off your email program and just come back and check your emails say… twice a day. If the thought of doing this sends you into a cold sweat, just check for emails every hour to start off with. If you need to keep your email program open to work from say your calendar or to do lists just schedule the auto send and receive link so that you have to click it (and then hands off the button!)

Kirsty Dunphey is one of Australia’s most publicised young entrepreneurs and is the founder of www.reallysold.com - the ultimate tool to help real estate agents write amazing advertisements. The youngest ever winner of the Australian Telstra Young Business Woman of the Year award, Kirsty started her first business at 15, her own real estate agency at 21, was a self-made millionaire at 23 and a self-made multi-millionaire at 25. For more information on Kirsty or either of her books – Advance to Go, Collect $1 Million and Retired at 27, If I can do it anyone can, or to sign up to her weekly newsletter head to: www.kirstydunphey.com

The weekly newsletter we put out from www.kirstydunphey.com is currently circulating to over 4,000 people weekly. We’re often asked how we’ve built our database to that size in 3 years given that this newsletter started as just an in house newsletter to around 20 staff! To follow are some of our best success tips on building your newsletter (or blog) database.

1. Have a sign up button or form on every page of your website. 

2. Don’t make it too difficult for people to sign-up, people get bored if they have to jump through too many hoops. All we ask for is first name, surname (optional) and email.

3. Set up a facebook fan page for your email (http://www.facebook.com/pages/Kirsty-Dunphey-Weekly-Email/23652386192?ref=nf) and encourage your friends / family and current subscribers to join.

4. To attract those ever present Gen Y’s have a presence on myspace. Some of my favourites:

·         http://www.myspace.com/jackcanfield

·         http://www.myspace.com/thebaileynetwork

·         http://www.myspace.com/jimrohn

·         http://www.myspace.com/thatguywiththenametag

·         http://www.myspace.com/kirstydunphey (and mine of course!)

5. Link your facebook, myspace and linked in pages on your website and newsletter.

6. Any time you speak at a public event, mention your newsletter and encourage people to sign up. By public event I mean everything from a keynote presentation in front of 2,000 to a networking group of 5 – just mention it!

7. If you do any regular public speaking, grab a box, bucket or any receptacle and allow people to simply throw a business card in at the end of any of your talks if they want to subscribe.

8. Promote your newsletter on the bottom of your email (in your signature)

9. Make it easy for people to recommend their friends signup and mention that you’d like them to in your newsletter (in ours we say we’re aiming for 10,000 subscribers – can they help?)

10. I regularly submit articles to be used in other newsletters. Our two most exciting contributions to date have been multiple entries in Zig Ziglar (www.zigziglar.com) and Jeffrey Gitomer’s (www.jeffreygitomer.com) newsletters.

11. Allow people to reproduce your articles in their newsletters – and make it easy. We do this by having a statement telling people they can reproduce our articles in every newsletter and a whole page of articles they can use here: www.kirstydunphey.com/usemebaby.html

12. We submit our articles (which reference our newsletter) to online articles. Try www.ezinearticles.com and www.articlesbase.com, www.goarticles.com

13. Solicit testimonials from the people who currently read your newsletter (even if it’s just 5!) and use them on your website.

14. Allow people to see archived copies of your newsletters – to give them a better idea of what they’re signing up for.

15. Don’t sell or loan your database and make it clear on your website that you won’t

16. Mention your newsletter as often as possible (media, tv interviews, social events, networking).

17. Consider mentioning your newsletter on your business card / letterhead.

18. Link to your newsletter in your blog.

19. Oh yeah – have a blog (see: www.kirstydunphey.com/blog ) and if you don’t think you have time to blog read: http://kirstydunphey.blogspot.com/2008/02/are-you-already-blogging-and-you-just.html

20. There are lots of online ezine diretories that you can register your database at (we’ve not had a great response from these – but hey – if you’ve got a spare 10 minutes go for your life!)

21. Ask your friends / colleagues if they’ll mention your newsletter on their website (see: www.kirstydunphey.com/recommendations.html) More links to your website also can do great things for your search engine optimization.

22. You can pitch your product in your newsletter – but it can’t all be a sales pitch. Find a happy medium that works for you in terms of selling vs educating.

23. If you write a book (www.unleashedknowledge.com ), mention your newsletter in it.

24. Make your database feel loved – have special offers that are only for those people who subscribe.

25. Use a reputable email marketing service to ensure a good delivery rate, we use icontact but there are several other options available.

26. Finally, the number one (and most simple) way to get more people subscribing is to put something out there that’s of value to readers. If people like a newsletter they’ll forward it on and it’ll grow without you having to concern yourself too much!