Set up Text Macros - Deepstash

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How I’ve Made Email my Secret Weapon

Set up Text Macros

Sales pitches are personal emails without unsubscribe links. But if you don't respond, you can often get more email from them.

Set up text replacements. For example:

noint = Not interested but thanks; please remove.

nove - I'm sorry; I have a bunch of initiatives and don't have time for a call right now. Maybe in a few months.

nocant = I'm sorry; I've already made commitments I'd have to break if I tried to make a call or meeting work right now.

These won't work everywhere but are a good starting point that can be edited.

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... 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. 
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  • 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.
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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.