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Increase Productivity With These Email Management Strategies

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.

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Increase Productivity With These Email Management Strategies

Increase Productivity With These Email Management Strategies

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

lifehack.org

6

Key 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 benefit your productivity.

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.

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. 

Acknowledge Receipt

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

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. 

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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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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.

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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. 

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