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4 Simple Ways to Manage Email on Your Phone
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4 Methods For Email Management On A Phone
- When you are walking or driving, use apps like Talkler to read your email to you and be able to reply with voice messages or delete emails.
- Trying to read email while doing other things often leads to interruptions and rereads. Avoid that by quickly moving messages that require responses to a “tasks folder” and forwarding or deleting the rest. If you are out of time to do this, only try again when you do.
- Set up filters to automatically sort emails whenever possible.
- A signature that informs you’re answering from a phone makes typos and late answers more acceptable.
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Email and productivity
More than one-quarter of a worker's day on average is spent answ...
Set aside time
... to read and respond to email. Don’t leave your email program open all day long. Alerts from incoming messages can interrupt your work flow. Instead, schedule specific blocks of time throughout the day for checking your email.
You might even try marking your calendar and setting your availability to “busy.” If necessary, turn off your cellphone and shut your office door to prevent interruptions.
Take action immediately
- browse the inbox for emails that can be immediately deleted (spam or promotional emails). Then select messages that don’t require a response and delete or archive them.
- Don’t let important emails sit in your inbox for days. Unless you’re on vacation, respond within 48 hours. Reply to the sender as soon as you’ve read his or her message.
- If you’re unable to respond immediately, communicate to the sender that you received the message and will be in touch shortly. Set a deadline and follow up.
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Adopt GTD Methodology in Email
think of every email you get as either something you need to take action on, track, or refer to later.
Every time you open a conversation, decide right away what to do with it. D...
Create an Email Productivity System
There’s no “definitive” system. The best framework is the one that works for you. Ideally, it should model your work style, supporting the way you work. Bonus points if it’s low-maintenance, fast to set up, and adaptable as your work changes.
Some people like to use folders with specific actions (do, delegate, reply), while others prefer the deadline-driven approach (today, tomorrow, next week).
Power Up Your Email with Plugins
Some examples:
- Undo Send: for when you accidentally press the send button.
- Canned Responses: create a template that you can reuse with canned responses.
- Send and Archive: Automatically archive an email after replying to it using the send and archive button.
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Find the Fun
To create meaning in your tasks, find out why you need to do them. Then find ways to make each task fun. Owning a task in this way is likely to improve your focus.
Organise Your Workstation
Too much clutter on your desk can be distracting.
Organise your desk. Retain only the items you need and keep them neatly arranged. Pack the rest away.