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4 Tips to Better Manage Your Email Inbox

Email and productivity

Email is an extremely useful communication tool.  But when used inappropriately, email can hinder productivity.

More than one-quarter of a worker's day on average is spent answering and reading emails - email is the second-most time-consuming activity for workers, next to "role-specific tasks."

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4 Tips to Better Manage Your Email Inbox

4 Tips to Better Manage Your Email Inbox

https://www.entrepreneur.com/article/241423

entrepreneur.com

5

Key Ideas

Email and productivity

Email is an extremely useful communication tool.  But when used inappropriately, email can hinder productivity.

More than one-quarter of a worker's day on average is spent answering and reading emails - email is the second-most time-consuming activity for workers, next to "role-specific tasks."

Set aside time

... 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. 
  • Don’t let important emails sit in your inbox for days. Unless you’re on vacation, respond within 48 hours. Reply to the sender as soon as you’ve read his or her message.
  • 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.

Labels, folders and categories

  • Prioritize, group, sort and file messages to keep your inbox organized. Create parent categories for broad subjects such as the following: clients, projects and finances.
  • Use subcategories to file emails related to specific clients or projects. Before you file a message, ensure the subject line is search-friendly. If it doesn’t accurately describe the content of the email, edit the subject line before it’s categorized and archived.

Unsubscribe from unwanted promotional emails

Newsletters and advertisements can overwhelm your inbox and bury important messages. Clean out the clutter.

Unsubscribe from receiving messages from specific senders if you no longer want to receive their missives or don't have the time to read them.

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  • Do. If the email is actionable and takes under two minutes, then do the task ASAP.
  • Delegate. Forward the right tasks to the right people.
  • Defer. Reply to the message at a better time.
  • Delete emails that are not important or that you can delegate. 
  • File. Add messages that contain information you will need to your archives.
Stop CC’ing everyone

To avoid filling the email box of staff members, only CC the relevant parties. Ask your team to respond to you individually instead of using the reply-to-all button.

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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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There isn’t enough time
Complaining that you don’t have enough time is not getting to the root problem. It may be that you’re lousy at time management. Admit to yourself that there is enough time -- you just don’t know how t...
A one size fits all solution

Instead of relying on a tool with all the bells and whistles, find out where you’re struggling and what’s essential for you. 

For example, if scheduling is taking you away from product development, then you could use a scheduling tool that uses machine learning to automate most of your scheduling needs. If you’re wasting too much time on email, then consider using a tool to help tame your inbox.

Less anxiety

Time management is only useful when you’re aware of your limitations and don't let the system dictate your entire life. 

In other words, when you don’t tread lightly (especially at first), time management can add more stress to your life.

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