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 read and respond to email after a long period of focused work, or at the time of day when your energy and creativity are at their lowest. Also, explain to your colleagues/boss/clients that you only check email at certain times, and that they can call you or use instant messaging if the matter is really urgent.
Managing Email EffectivelyStrategies for Taming Your Inbox
With this strategy, you won’t waste time checking emails constantly throughout the day. Instead, you’ll establish an end-of-day email routine. Research found that people who check their emails three times a day respond to the same amount of emails 20 percent faster than those who constantly respond to messages as they came in.
Former Googlers reveal 7 quick fixes for bad email habits
Treat checking emails as you would any other tasks: a to-do. Schedule specific times in your calendar to process email. And reduce the times you check email to 2 per day: one in the late morning and another in the late evening.
9 Powerful Email Productivity Practices to Adopt Right Now
Unsubscribe from or filter away the stuff you never read. Disable email push notifications on your phone. Check emails twice per day to limit the time it takes to check and switch tasks while batch-processing your emails. Structure your emails in blocks to allow for automation of parts of it. Use canned responses for repeated answers. Archive nonurgent messages to reduce your inbox. Quote the sender’s email in chunks, replying to each section to avoid confusion. Separate your to-do list from your inbox. Use a pattern like ‘verb the noun with the object’ in your subject lines to make it more efficient for others to read it. Clear your emails by the end of the day so things won’t accumulate for the next one.
The Zen Master's Guide to Email Productivity | Process Street | Checklist, Workflow and SOP Software