Successfully Managing Your Email and Company Email

Successfully Managing Your Email and Company Email

Keeping Your Own Mailbox Up to Date


Maintaining your mailbox is important so you will not miss important emails that come in. Delete or file emails quickly or they will soon get overwhelming.  

It's especially important to promptly respond to customer emails for which you are the primary resource. (Some may be directed to the office admin. Those you can safely delete.) 
 

If you have feedback about emails you feel are unnecessary, please discuss this with Roberta. We are always looking to streamline the notifications.

Idea
Tip: Create mailbox rules - you will receive a LOT of email notifications. Rules are more reliable if set up from Outlook Web Access (server side) rather than in the Outlook app. See this article on how to create mailbox rules in Microsoft 365 Exchange.

Suggestions for types of mailbox rules:

Mailbox rule for backup notifications.

Based on subject:

  1. "User Workstation Access"
  2. "Follow-up needed on this ticket"
  3. "Your backup has been verified this month"


Based on sender: 
  1. From: Microsoft 365 Message center o365mc@microsoft.com
  1. From MS Bookings. These booking emails come from geekgirlsitservices@geekgirlsit.com. The bookings will show up in your calendar. It's up to you to decide if you find the extra reminder helpful or distracting. 


Saving "ALL GGIT" Emails - What, When, Where


We use a subfolder of the info@nygeekgirls.com mailbox called ALL GGIT to store messages that are of company-wide concern. Here are some tips for keeping the subfolders clean: 

-We don’t need to keep a record of the shipping and delivery notification indefinitely (Newegg, etc) for every purchase . 

-We don’t need to keep order confirmations indefinitely if we have the info in a spreadsheet or online (e.g., Anti VirusSales). 

-We don’t need to save an email with an attachment if the attachment is uploaded to AT or saved to the server (customer screen shots, signed T and C forms, etc.) 

-Support requests: These belong in Autotask, not in the ALL GGIT folder.

Please use common sense in determining what to save in the PF. If we can access it easily somewhere else (AT, spreadsheet, SharePoint site, etc.) then please don’t save it to ALL GGIT. This will make it easier to find the emails that we do need. 

Do save:

  1. Purchase approvals from customers that are not available elsewhere. 
  2. Customer correspondence related to project planning that we may want to refer back to. 
  3. Discussions about invoices or billing matters that we may want to refer back to.
  4. Warning or advisories to customers that we may want to refer back to.  
  5. Emails from customers documenting that they are refusing our advice (CYA emails).  
 


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