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Email has become a part of our everyday lives, although some people wish it was less so. In a later video, I'll show you how to reduce the amount of email you have to deal with in a day. Right now, I just want to help you reduce the number of email gathering points you may have. To keep your gathering points down, I recommend you have only one email inbox. This means that if you have multiple email accounts, for instance, a Gmail account, a Hotmail account, a Yahoo! account, a corporate account, no matter how many accounts you have, you want them all to go into one email inbox.
Because there are so many kinds of software programs available for handling email, it's not practical for me to give you a full walkthrough in this training of how to consolidate accounts for every program. There are resources available on lynda.com that will help you to understand these various email programs better, and I encourage you to take those courses. However, what you'll want to do right now is, if you have many email accounts, combine all of those into one central email program.
Some people may be concerned by this concept, feeling they want to keep work and personal separate. Now if there are legal considerations behind that, or if your work requires you to keep them separate, then you're going to have to have an extra gathering point, and there's really no way that we can avoid that. But if you have the ability to combine work and personnel, I highly recommend it. You'll actually gain a much greater amount of efficiency and productivity if you deal with both personal and work at the same time when it comes to processing.
By handling all of your emails in one spot, you'll get into a rhythm of making those decisions faster and easier. Also keep in mind that most email programs also give you the flexibility of being able to respond to an email using the account that it was sent to you. You can also have separate signatures that automatically go out depending on which account you're using. For instance, you can have a work signature automatically attached to your email when you're replying to work emails and a personal signature automatically attached to email when you're replying to personal emails.
Take a moment right now and consider all the different email accounts that you have. Then decide what one central email software program you're going to use to handle email in the future.
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