Miracles of e-mail

Some of you use this easiest of all computer programs to stay in touch. If you don’t use or understand it, e-mail offers a treasury of ways to communicate. Here are some possibilities.

• Cheap. Once you’re online, there is no further expense.
• Easy to reference. Sent and received messages and attachments can be stored safely, logically and reliably.
• Easy to use. Once you’re set up, sending and receiving messages is simple. That goes for a host of other email functions. Data storage and contacts can be accessed quickly and easily.
• Easy to prioritize. Incoming messages have subject lines that mean you can delete without opening. How much time does that save compared to ‘snail mail?’
• Fast. Message to send? Done, under a second! Email is by far the fastest form of written communication. Send the same message to any number of people. Adaptations are simple, too.
• Global. Web based email means you can access your messages anywhere online. Going oversees? Before you go, mail yourself a copy of your passport number, travel insurance details or your accommodation details.
• Info at your fingertips. Storing data online means less large, space taking file cabinets, folders and shelves. You can access information far quicker if you learn how to use email this way.
• Send reminders to yourself. Do you use more than one account? Email yourself messages from work to home or vice versa. 
• Get replies to your mail in minutes, not days or weeks.
• “Chat” with others by typing your conversation. No long distance $$.
• Mail and receive photos of family, events, or even your garden.
• Send and receive musical, voice, even video recordings. Watch a grandbaby’s first steps on your screen.
• Send electronic greeting cards that even sing to the recipient.
• Pass genealogy information back and forth instantly.
• Create and share a monthly family newsletter.
• Share entire articles, with pictures even.
• Play “board games” with your grandchildren a continent away.
• Order and send gift-wrapped presents via the “web”.
• Video tape events that you or your children cannot attend. Sending these tapes back and forth lets you in on your children’s and grandchildren’s lives and them in on yours. 

10 Disadvantages of Email

• Emotional responses. Some emails cause upset or anger. A reply in the heat of the moment can’t be retracted.
• Information overload. Too many people send too much information. Learn how to use email effectively and you’ll reduce time wasted on this.
• Lacks the personal touch. Some things are best left untyped. Email will never beat a hand written card or letter when it comes to relationships.
• Misunderstandings. Emails from people who don’t take the time to read what they write before clicking send.
• No respite. The law of the empty inbox – leave it and will grow. Ignore it at your peril! 
• Pressure to reply. Procrastinating doesn’t make it go away.
• Spam. Having to deal with spam and spoofs is one of the worst avoidable time wasters online.
• Sucks up your time. Over checking messages is time wasted on low value, passive activity.
• E-mails that are too long. Email is suited to brevity.
• Viruses. A virus could seriously affect your computer. If you want know how to use email, you need to know how to deal with these.

Now you know the advantages and disadvantages of email, you have a platform to know how use email as a time saver rather than time waster.

This idea comes from Mark Forster's excellent book 'Do It Tomorrow':

• Create two folders -- call them ‘backlog’ and action’.
• Isolate the backlog. All emails received prior to today go in the backlog folder.
• Now your inbox contains today’s incoming mail. At the end of the day, deal with it. You can:
• Do it. Act if it’s short or urgent enough.
• Delete it. If it’s irrelevant.
• Defer it. Put it in the action folder for tomorrow.

You now have an empty inbox.