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Use email rules

Rules are automatic actions your email software will take depending on what guidelines you’ve set up.

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Create the following 2 folders:

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

All other emails, once read, should go directly to their appropriate permanent files using rules.

Unsubscribe

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

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.

  • What’s the main point of your email? 
  • What action do you want the recipient to take? 
  • What critical facts do you need to get across in your email?

Give yourself a limit to the length of your response and stick to it. 

Choose a couple of times during the day when you’ll deal with your email. 

Empty your inbox

Make sure you bring your inbox count down to zero so you can start fresh the next morning.

Any messages that still need to be dealt with should be either moved or responded to.

Create email signatures ready to go to save time and annoyance when you’re composing or responding to emails.

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RELATED IDEAS

  • Have a clear and specific subject line to let the recipient know what the email is about without opening it.
  • Always be a professional. Never write with emotion or overuse exclamation marks.
  • Proofread. Ensure that the message is brief and makes sense to avoid any misunderstandings.
  • Include a call-to-action. With a clear direction, they won't have to respond with a series of follow-up questions.
  • Add a signature with your contact information.

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IDEAS

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.

These are internal notifications, emails from the corporate office or from team members who want to keep us "in the loop." 

If you see your name in the "cc" field instead of the "To" field, chances are it's an FYI email. Consider filing it in a "To Read" folder, and tackle it when you have time.