One simple rule to improve email management  which has an immediate impact is to switch off all visual or audible alerts.

This simple action immediately puts the email user back in control of their inbox . It encourages email users to put aside dedicated time to manage their inbox, not to be interrupted or obsessed by the beeps or flashes which warn them of incoming mail.

The key word here is control – it has been proven time and time again that we are addicted to checking email.

Concentration suffers as we constantly switch between tasks, losing focus  and reducing personal productivity.

Another impact on business productivity is that poor email management will have a negative affect on the performance of servers and hence other network users.

This often manifests itself as emails stored lazily in inboxes and messages sent to large groups unnecessarily.

In certain sectors, such as property, there are additional pressures due to the business being information heavy – large attachments and poor discipline using archiving systems and clearing unimportant traffic.

Any professional should know (or be educated) that:

- workplace behaviour based in addiction will be unproductive

- Outlook  was not designed to be a repository for emails