A solution for those who don't want to use an autoresponder

[rlentless]

Hi All:

I'm new to the forum and I am just about 2/3rds of the way through the book, but I thought I would pass a solution along to those of us who cannot use the email autoresponder that Tim mentions in the book. Some of us can't use it because of corporate culture, our bosses, etc. Here's what I did:

1) I still only check and respond to my email two times per day, once around 12 and once around 4.

2) I setup an agent in lotus notes (similar to a macro in Outlook) that takes all messages that are flagged as "Urgent" and replies to them as follows:

"Hello. If your email is truly of an urgent nature, the best way to get in touch with me urgently is via cellphone at XXX-XXX-XXXX. Have a great day! XXX"

This reinforces the fact that urgent requests should go to my cellphone, and also masks the fact that I am only checking email twice per day.

I haven't had any complaints from this as of yet. My boss and bosse's boss have even received the response, and haven't said a word. Meanwhile, my productivity has gone way up! :)

[cchapman84]

Another idea is to set up an autoresponder that only sends once to each email address. This way it doesn't become annoying to those who email you frequently, but lets everyone know your email policy.

[kamakiri]

You guys really need to sit back and look at your use of auto responders. You have no reason to use one at all if you are checking email more than once every two days! None what so ever. No need to tell someone you are only checking email twice a day!

All you do is create annoying spam. Either fully go on the low information diet, bite the bullet and only check your email once a week, or can the idea of the auto responder. I assure 97.6% of the email reading public (your customers) hate spam far more than they hate a late reply on an email. Do you really want to let your own improper use of a auto-spammer leave a bad impression?

[TheWealthySystem]

Some great advice kamakiri. People shouldn't expect to receive a reply within a few minutes. If you won't be able to check your email for a few days that's a different story - but if you're already checking your email twice a day, the autoresponders are probably doing more harm than good.

[Krayzi]

I have been checking my email about once a day for the past couple of months, and never used an auto-responder.

Out of hundreds of correspondents, there were two "quick email" offenders that I explained the process to (usually with a quick verbal mention). It may have taken an extra week or two to get there, but the end result was the same: I am spending a small fraction of the time I used to spend on email, and it's still my primary form of communication.

Proof of concept... I recently concluded a month-long PR trip overseas, and was disconnected for a full week during that. Expecting a deluge of actionable mail, I booked an entire day to get caught up. Well, I was done by 11:30am. (And due to jet lag, I only showed up at 10am). I guess it works without the autoresponder.

Just getting into the rest of the book, now. :)