Increase Productivity With These Email Management Strategies - Deepstash

deepstash

Beta

Get an account to save ideas & make your own & organize them how you wish.

deepstash

Beta

Increase Productivity With These Email Management Strategies

Deepstash brings you key ideas from the most inspiring articles like this one:

Read more efficiently

Save what inspires you

Remember anything

https://www.lifehack.org/500970/increase-productivity-with-these-email-management-strategies

lifehack.org

Increase Productivity With These Email Management Strategies
I'll never argue with the power of email marketing, and what it can do for your business. Did you know using Gmail.com, Hotmail.com, and Outlook is a form of email marketing? This was a question asked by the top bloggers, and they all agreed that as soon as you send an email message with a specific purpose, you are marketing something or another.

6

Key Ideas

Save all ideas

Organize your inbox

Even though email messaging has provided us with better communication, we have a hard time managing every message that enters our inbox.

Finding better ways to organize your inbox will benefi...

129 SAVES


Marking Emails Unread

Trying to locate an email you want to respond to can be very time-consuming.

Mark the email you want to respond to later as "unread." It is easier to find between all y...

136 SAVES


Stick to a Routine

Getting out of the habit of checking email frequently can be tough. 

Check and respond to emails twice a day at a specific time. The rest of the day you can be dedicated to your wo...

138 SAVES


Get Some Help

Hire someone to organize your inbox. 

This person will be responsible for cleaning up your inbox, forwarding very important emails, removing spam, and even replying. 

96 SAVES


Acknowledge Receipt

An acknowledgment of receipt will lower emails because fewer people will hound you for a response.

124 SAVES


Email Applications

Use a smart app to manage your email messages.

Set up filters that segment messages as they arrive. Each time you log in, check the important folder right away and give these emails priority....

120 SAVES


SIMILAR ARTICLES & IDEAS:

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.

6 more ideas

Email and productivity

Email is an extremely useful communication tool.  But when used inappropriately, email can hinder 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.

2 more ideas

Checking Email

Check email only at set points during the day. 
  • you may decide that you'll only check your email before lunch, and at the end of the day.
  • you can also reserve time to re...

Checking your email regularly...

... during the day can be an effective way to keep your inbox at manageable levels.

However, the constant interruption and distraction that comes from it can dramatically lower your productivity, and disrupt your ability to enter a state of flow when working on high value projects.

Reading Email

  • Try using the "Two-Minute Rule" when you read your mail: if the email will take less than two minutes to read and reply to, then take care of it right now, even if it's not a high priority.
  • For emails that will take longer than two minutes to read or respond to, schedule time on your calendar, or add this as an action on your To-Do List , to do later. 

5 more ideas

Organize your emails

Create the following 2 folders:

  • Require Action besides simply responding.
  • Require Response. File emails here that you are unable to respond to immediat...

Unsubscribe

Unsubscribe from every list that doesn’t offer solid value for your business.

Turn off email notifications

Interrupting a task with notifications leads to a loss of concentration and a decline in productivity levels.

Feel free to set up an autoresponder re-directing all urgent matters to your phone.

5 more ideas

Turn Off Notifications

Email tends to come in all the time and can create distractions and disruptions to your schedule. 

Turn off new message notifications on both your computer and sma...

How to Use Your Inbox

There are many different philosophies when it comes to managing your email inbox. 

You can use your inbox as a catchall, limit it to only high-priority messages, or make it a working task list. Choose one purpose for your inbox and stick with it.

Make lists of safe addresses

Create an email whitelist to ensure those messages get through, and a blacklist for what you consider spam addresses.

Update these lists frequently to keep your incoming email clean.

4 more ideas

4 Methods For Email Management On A Phone

  1. 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.
  2. Trying to read email whil...

Tips For Efficient Email Management

  • Unsubscribe from or filter away the stuff you never read.
  • Disable email push notifications on your phone.
  • Check emails twice ...

Quote the sender's email in chunks

  • Only use enough quotations to establish the context.
  • Your reply should come below it.
  • When possible, cut and reformat the quoted text.
  • Get tasks out of your email and into a task manager.

Determine What The Sender Needs From You Asap

Ask yourself:

  • What’s the meaning and the value of the message?
  • What action does this message require of me?

3 more ideas

Time Management And Personality

In order for any time-management method to be successful, you have to take into account people’s individual behaviors at work. There is no one-size-fits-all method for time management.

The Action Hero

Give them a seemingly impossible list of tasks and they will have them done and dusted faster than a speeding bullet. But in their haste, they can miss things and prioritize nonurgent tasks.

Strategy: For this type, ranking tasks according to urgency is a good call. 

The Diva

Very sociable and upbeat but with a tendency to procrastinate, they often boast about their nonexistent achievements giving the impression they are more productive than they really are.

Strategy: breaking tasks into tiny steps, scheduling their resolution and setting reminders works well. Email management according to urgency is also crucial considering how much time it usually consumes. 

3 more ideas

Zen to Done (ZTD)

It's a productivity system that teaches how to take a simple approach to improving your productivity, by encouraging you to focus on forming one productivity-boosting habit at a time. 

The Minimalist Habits of Zen to Done

  • Collect: Get ideas and to-dos out of your brain and onto a list.
  • Process: Review your list daily and decide how to act on each item.
  • Plan: Pick a few high priority items to accomplish each week and every day.
  • Do: Schedule time to accomplish your selected to-dos without interruptions.

The Collect Habit

To clear your mind and improve focus, get your ideas and to-dos out of your mind and onto a list. 

Documenting to-dos in the moment lessens the likelihood that you'll forget to do something and gives you a master list of to-dos to reference when you're trying to decide where to direct your time.

2 more ideas

Personal Management Systems

They are frameworks that ensure everything fulfills the tasks required.

For example: using a shopping list, so you won’t forget what to pick at the supermarket. Some use apps design...

Setting Up A Productivity System

Your system must mimic how your brain searches rather than setting up a new task that you must learn. This way, it will be easy to adopt, adapt and you will continue to use it in the long run. 

You don’t want to spend time thinking about a system and setting it up only to stop using it. Or – even worse – make you do additional steps every time.

Golden Rules For A Great System

At its very core a productivity system must check 3 main points:

  • Searchable: find anything in 5 seconds or less
  • Easy to set up: the simpler the system the easier it will be to set it up; aim for less than one hour
  • Easy to maintain: don’t add complexity as you go, instead try to remove layers.

2 more ideas