Emails are very effective as communication tools. However, it is very important to use them appropriately if you don’t wish to compromise on your productivity.
As managers, CEOs, or business leaders, you may be receiving hundreds of emails per day. If you sit reading and replying to each and every message, it can drain out a lot of your time and energy. Here are a few ways to manage your emails efficiently, while minimizing the number of messages in your inbox:
Schedule time to check emails
Leaving your email program open all day long may not be such a wise thing to do, especially if you want to avoid distractions at work. The beeps and alerts that you get from your incoming messages can interrupt your work flow and make it harder for you to focus on your work. A better way to deal with this is to schedule timings for checking your mail. If you are ready to go one step further you can even set your availability as “busy.” If you are not comfortable replying to too many messages at once you can check your messages more frequently throughout the day. It would be ideal to check your email twice or thrice in a day. But if you are receiving too many of them, you can dedicate 10 minutes of every hour to checking emails.
Take immediate action
You will be able to keep your email inbox under control if you can make quick decisions and pursue immediate action. Try not to delay things as much as possible. Delete all the spam and promotional emails as and when you check your messages. If there are messages that don’t require your response, you can either delete them or archive them. With the number of messages in your inbox pared down, it should become easier to evaluate mails that are more critical by nature. Make it a point to reply as soon as you read a message, especially if it is an important one. If it isn’t possible to respond immediately, you can always acknowledge the receipt of the email and leave a note that you will be in touch shortly. Set proper deadlines and follow them up.
Keep your inbox organized
If you aren’t comfortable deleting unimportant emails, make it a point to mark them with specific labels or categories. Organize your inbox by prioritizing, grouping, sorting, and filing messages. This will make it easier for you to access emails as and when you need them. You can have parent categories such as clients, finances, and projects, to make sorting easier. Search-friendly subject lines can make categorizing faster.
Unsubscribe from unwanted promotional emails
Advertisements and newsletters are common when it comes to emails. However, they can bury up your important messages quite easily. The best way to keep your inbox clutter-free is to start unsubscribing from senders you no longer want to receive messages.
A more effective way to manage your emails is to start converting them into PDF or Word Docs that you can save on your hard disk. Visit https://www.coolutils.com/TotalMailConverter for details on how you can convert multiple emails simultaneously. It helps to keep things as simple as possible.