Email and productivity - Deepstash

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."

MORE IDEAS FROM 4 Tips to Better Manage Your Email Inbox

  • 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.
  • 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.

... 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.

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.

Deepstash helps you become inspired, wiser and productive, through bite-sized ideas from the best articles, books and videos out there.

RELATED IDEA

Ignore your inbox when you wake up

Responding to emails as soon as you receive a notification gives others the impression that you’re at their beck and call. It also prevents you from reflecting on your own priorities for the day.

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. Don’t postpone and come back to it. You touch it once and move on.

Learn how to set delayed email deliveries

There is no rule stating that every email reply must be sent immediately after being written unless it's urgent. Many email programs support a delayed delivery system where you can schedule when your reply or email will be sent.

If you're fond of clearing out emails on a Friday afternoon, delaying email responses until Monday will lessen stress on both yourself and your coworkers and you can both enjoy your weekends.