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Chapter 4. Managing the Barrage of E-mai... > THE THIRD FUNCTION OF AN E-MAIL SYST...

THE THIRD FUNCTION OF AN E-MAIL SYSTEM IS DECLUTTERING

The third function in an e-mail management system is decluttering, which involves getting rid of e-mails from your mailbox. Decluttering also means not creating unnecessary, long, unclear, or misguided messages in the first place. Decluttering keeps your file storage space under control and ensures that all messages sent will further a purpose. The purpose of decluttering is to clear the piles away so you and others can focus on getting things done.

Decluttering is an ongoing function. We recommend that you set up a time periodically to purge and archive your e-mails, again depending on how many you receive and send each day. How often you clear your mailbox may also depend on your organization's policy on e-mail: what must be kept, what must be legally documented, and how often your e-mails must or will be deleted. Of course, we recommend that you learn how to write e-mails effectively and responsibly so you will not create inefficient communications. We also recommend that you practice Netiquette and do not send unnecessary or inappropriate messages.


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