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As an Executive/Personal Assistant or Secretary, what do you find is the best way to manage your employers mailbox and correspondences?

Managing your employer's emails can sometimes be exceptionally challenging for secretaries or executive/personal assistants. What are some of the methods you employ to help you stay on top of this particular task?

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Question added by Irene Lopez , Administration Coordinator , dnata
Date Posted: 2013/09/23
Mahmoud Aun
by Mahmoud Aun , Office Manager [Accompanying Office] , His Excellency Sheikh Saleh Kamel

On my way, I have to arrange my employers mailbox like Archiving "Internal, External" via folders then sub folders with all departments of the company, this in case that my employers want to be always informed.

Or by downloading all incoming e-mails and displayed through an archival system.

Or you can read the contents of received e-mails and prepare a brief report on the contents of the e-mails, in case if you have permission to do so.

Nimasha Fernando
by Nimasha Fernando , Executive Secretary to the Team Leader , SMEC International Consultancy Pty Ltd.

what i do is ,

daily download of emails ,

  1. Read it.
  2. print the Important mail
  3. sort it out , according to staff members
  4. if any attachment forward the email to the revelent staff member with the cover print out .
  5. hand it out to distrubition
  6. bosse;s mail , print out in seprate folder , and attachments mailed to him , unless advised.
  7. and last not he lest answer regular mails, and inform boss .
  8. officical mails comes back to me for regestration and furtuer action and filling .

 

for corrresdonces

 

we have soft and hard files system and in and out soft regeisters , where it is marked , whethers ans, or not , to whom and which file .and responded.

 

its easy as tht :)

Mohammad Rizwanul Haque
by Mohammad Rizwanul Haque , Administration Manager , Oren Hydrocarbons ME FZCo.

Keep all the incoming mails separate archive as per the subject, so that you may find it easily whenever required

Narender Sreepurapu
by Narender Sreepurapu , Logistics & Shipping Coordinator , Rabban Readymix WLL

Archeive,Creating sub folders.

Alema Misilo
by Alema Misilo , Officer for calibration , MIBO Komunikacije d.o.o. Sarajevo

Although we are about60 people in office, mail is managed by company IT administrator ..... long time ago it was my duty to check mailbox and only to report to CEO about important ones, what I still do for general e-mail address - other employees were reading their mailboxes, and they still do.  It is a company policy that any correspondence received to a certain NAME of employee must be delivered to that person unopened.  

Deleted user
by Deleted user

Keep It So Simple.

Keep inbox empty or with few emails.

Insist on actioning emails as soon as possible.

Short - short emails, clear and to the point.

Simple file emails in folders (as needed) - not too many. Use the categorization menu to color code and flag up items

.

 

 

Khalid  Alsadig
by Khalid Alsadig , hospital pharmacist , Aster

Plot no.438 October 2019 Bluetooth Rs1.499.00

Abid Shahzad
by Abid Shahzad , Data Entry Operator , AL WAHDA TRANSPORT LLC

Keep Simple 

Use the Catogaries

Flags 

mails to the point and short

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