deepstash

Beta

Boost Productivity with These 7 Email Management Tips

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 smartphone to prevent constant distractions. Check for mail when it's convenient for you.

130 SAVES


This is a professional note extracted from an online article.

Read more efficiently

Save what inspires you

Remember anything

IDEA EXTRACTED FROM:

Boost Productivity with These 7 Email Management Tips

Boost Productivity with These 7 Email Management Tips

https://www.thebalancesmb.com/email-management-tips-2951532

thebalancesmb.com

7

Key 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 smartphone to prevent constant distractions. Check for mail when it's convenient for you.

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.

Timer and Batch Process

You may benefit from having pockets of time in your day just for email. Set aside a specific amount of time during the day to: 

  • respond to messages 
  • move action items to your task list
  • delete junk 
  • get an at-a-glance idea of what needs your attention next.

Automate the Process

To streamline the email management process further, use rules in your email client that sort, flag, move and organize your messages. 

It will take some time to create rules that support the way you use email, but once this system is in place, you can cut down on a significant part of your email processing time.

Use Your Smartphone

Checking email on your mobile device can save a significant amount of time, even if you just make it a habit to delete junk and messages you don't need to save.

Unsubscribe

If you have not read a particular recurring mailing in several issues, stop your subscription. 

Reduce the bulk in your inbox by limiting email newsletters and other automated messages to only those you regularly read.

EXPLORE MORE AROUND THESE TOPICS:

SIMILAR ARTICLES & IDEAS:

What Time Management Is

Time is our precious resource. It is perishable, it is irreplaceable, and it cannot be saved. It can only be reallocated from activities of lower value to activities of higher value.

...

Eat That Frog!

Your “frog” is your most important task, the one you are most likely to procrastinate on if you don’t do something about it.

If you have two important tasks, start your day with the biggest, hardest, and most important task first. Focus on completing it before you go to the next one.

Failure to execute

We tend to confuse activity with accomplishment: we attend endless meetings and make plans, but at the end of the day, no one does the job and gets the results required.

“Failure to execute” is among the biggest problems in organizations today.

7 more 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...

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 your other messages.

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 work and not lose focus because of incoming messages.

3 more 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