Lately, more people are declaring e-mail bankruptcy. They just can't keep up with their e-mail.

They empty their inbox, announce e-mail bankruptcy and start over from scratch.

Don't let it happen to you. Get a grip on the problem before it's too late.

REDUCE MESSAGES

Your goal is to reduce the amount of incoming e-mail. So cancel subscriptions to unwanted mailing lists. The messages become a nuisance if you don't have time to read them.

A good spam filter reduces the junk e-mail reaching your inbox.

But don't expect to eliminate spam completely. Some will still get through.

Do your friends send jokes or chain messages? Explain your situation and ask that they stop.

BE BRIEF

If you receive an e-mail addressed to several people, you may not need to respond. If a response is required, it may not need to go to everybody.

Be succinct; restrict your messages to a few sentences. If you can't, pick up the phone or talk in person.

If an e-mail message contains several different points, respond to each in separate messages. This may take longer at first but it will make it easier to deal with each e-mail thread.

USE SUBJECT LINES

Subject lines should relate to the body of the e-mail. So be as descriptive as possible.

Subjects like "question" or "hello" should be avoided. Recipients won't know what the message is about. And it will be difficult for you to categorize responses.

If you have a one-line message, put it in the subject line. This will save you and the recipient time. And, if possible, create codes with your co-workers. Placed in the subject line, codes help you process and prioritize messages.

For example, use "FYI" for informational messages. Use "AR" for action required and "URG" for urgent messages.

FORWARDING, COPYING

Be courteous when forwarding e-mail. Summarize the message and say why you're forwarding it. This is particularly helpful if the e-mail contains several messages.

Recipients won't need to read through several messages to guess your thoughts. This will cut down on questions from recipients.

Don't copy someone on a message unless it is necessary. And explain why you're copying them so recipients won't need to guess your intentions. This means fewer back and forth messages.

BE DISCIPLINED

Avoid the temptation to check your e-mail every few minutes. Check it every hour on the hour for important messages. Checking it less often than that is OK, too.

Of course, this might not be feasible in some work environments.

Set time aside each morning and evening to process your inbox. When you're done, it should be completely empty.

File messages you need to keep. Set reminders for messages that require you to follow up.

Respond to messages right away, so you only read them once. There is an exception to this rule: If emotions might govern your response, give yourself a cooling-down period.

USE PROGRAM TOOLS

Explore the tools your e-mail program offers.

I already mentioned setting follow-up reminders. Filters and folders can help you file and prioritize mail. Auto-responders can alert business associates when you're out of town so you won't come back to a full inbox.

Contact Kim Komando at gnstech@gns.gannett.com.