Change, particularly technological change, is one of the constants of modern life.

On my first day at Morris Owen I asked our receptionist "Where´s the fax machine?" to which I got the somewhat unexpected response "What´s a fax machine?"

To be fair that conversation took place nearly twenty five years ago but I can see the possibility of it repeating within the next decade for completely different reasons. In the 1980´s this was new technology whereas I suspect it will soon become obsolete.

The sheer volume of emails and scanned documents that are replacing this technology brings with it significant levels of stress and I suspect I´m not alone some mornings in having to "brace myself" for the onslaught before opening my inbox so here are some of the practices I try to adhere to..... with varying degrees of success!

Beware of junk mailings. - Avoid giving your e-mail address unless you know exactly what is on offer. De-register from any newswires you no longer find useful.

• Delete at will. - Use the delete key as freely as possible. Delete all obvious junk without reading it. Do not reply to unwanted ´spam´, as this will merely confirm that your account is active.
  
• Filter your mail. - Automatic systems such as Outlook can direct your email to preset folders to save you having to sort the wheat from the chaff.
  
• Prioritise your mail. - Most programs allow you to assign different colours to e-mail from selected people. So, if e-mails from a certain person are usually important, you can colour code them and deal with them quickly.
  
• Don´t let your inbox build up. - Clear it out regularly, (I consistently fail here!).
  
• Use auto-replies. - Some packages allow you to automatically reply when you are not available, saying exactly that.
  
• Keep only one or two accounts. - While extra accounts might appear useful, remember that more addresses mean more mail.
  
• Learn e-mail etiquette. - To avoid confusion, always re-read your message before sending it. E-mails should be succinct and to the point. Never use upper case only, IT LOOKS LIKE YOU´RE SHOUTING!
  
• Maintain verbal communication where possible. - Get up and talk to someone three desks away rather than emailing them!

The alternative is to resist change and run your business without email or internet but heed the warning "It´s not necessary to change – Survival is not mandatory!" (W. Edwards Deming).

This article originally appeared in the March 2010 edition of Wiltshire Business.

Update from Swindon Accountants Morris Owen