4 Tips to Better Manage Your Email Inbox
Email is an extremely useful communication tool in business. Less intrusive than a phone call, email is convenient and fast. It empowers entrepreneurs to run their businesses from just about anywhere.
You can communicate with clients and customers, check in with employees and set up important meetings from your office or on the go.
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, according to research released in 2012 by the McKinsey Global Institute. Its survey found that email is the second-most time-consuming activity for workers, next to “role-specific tasks.”
Business leaders, CEOs and managers often receive hundreds, if not thousands, of emails a day. Reading and responding to every message can become a drain on time and energy.
A cluttered email inbox — filled with old, unopened or unimportant messages — will not only frustrate you. It will prevent you from maximizing your time and distract you from other obligations.
Here are four strategies to better manage your email and keep the messages in your inbox to a minimum.
1. Set aside time to read and respond to email.
Don’t leave your email program open all day long. Alerts and beeps from incoming messages can interrupt your work flow and leave you unfocused.
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 by family members (if you work from home) or employees.
Craft an email reply like this one cited by Tim Ferriss in The 4-Hour Work Week:
“Due to high workload, I am currently checking and responding to e-mail twice daily at 12:00pm ET [or your time zone] and 4:00pm ET.
If you require urgent assistance (please ensure it is urgent) that cannot wait until either 12:00pm or 4:00pm, please contact me via phone at 555-555-5555.”
The amount of time required for reviewing email and replying will depend on how frequently you check messages and how many you typically receive. Some entrepreneurs find it more effective to dedicate 10 minutes every hour to email. Others prefer to only check email just two or three times a day.
2. Take action immediately.
Making quick decisions and pursuing immediate action will help keep your email inbox under control. The idea is to not delay until tomorrow what can be accomplished right away.
When you check your messages, browse the inbox for emails that can be immediately deleted such as spam or promotional emails. Then select messages that don’t require a response and delete or archive them. Once you’ve pared down the number of messages in your inbox, you’ll be able to better evaluate which ones are the most critical.
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.
3. Organize an inbox with labels, folders and categories.
Although a majority of emails can be deleted, you’ll most likely want to retain messages related to key aspects of your business. Correspondence between clients, colleagues and employees can help clarify any miscommunications. Most email programs let users mark messages with specific labels or categories.
Prioritize, group, sort and file messages to keep your inbox organized. The better your filing system, the easier it will be to locate specific emails when you need them. Create parent categories for broad subjects such as the following: clients, projects and finances.
Then 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.
4. 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. To make the unsubscribe process quick and painless, search your inbox for the term “unsubscribe.” Review the search results and determine whose emails you would continue to welcome and the missives you would prefer to live without.
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Jan 5, 20187 Ways Modest Leadership…
7 Ways Modest Leadership Increases Team Success When we imagine the traits of successful leaders, whether they are managers, high level executives, CEO's or owners..
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Dec 15, 2017Employee stress during Christmas
Managing employee stress during the festive period More than half of employees feel stressed in the weeks leading up to Christmas, with most calling for..
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Dec 1, 2017Appreciating your employees
How to Avoid the No. 1 Reason People Leave Their Jobs William James, the father of psychology, stated that the most fundamental psychological need is..
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Sep 15, 2017Lost your Job?
Nine Things You Should and Shouldn't Do If You Lose Your Job Most of us wouldn’t think to associate the words "joblessness" and "fun," but..
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Aug 16, 2017Write your first CV
It's all about potential: how to write a CV with no work experience Follow these tips to stand out among competing candidates – from research..
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Aug 4, 2017Is it time to…
The Best Ways to Reward Employees. Having an effective reward program in place can help solve many of your HR issues. Every company needs a..
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Jul 28, 2017Burnout: exhausted or lonely?
Burnout at Work Isn’t Just About Exhaustion. It’s Also About Loneliness More and more people are feeling tired and lonely at work. In analyzing the..
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Jul 21, 2017People don’t take HR…
People Don’t Take HR Seriously; Here’s Why That’s Dangerous Legacy beliefs like being the bad guy and a lack of strategic vision isolates HR, and..
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Jun 30, 2017Career Development
Think Strategically About Your Career Development In a world where the average employee sends and receives 122 emails per day and attends an average of..
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Jun 16, 2017Diversity and Inclusion
Diversity Doesn’t Stick Without Inclusion Leaders have long recognized that a diverse workforce of women, people of color, and LGBT individuals confers a competitive edge..
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Jun 2, 2017Advance Your Career
How To Advance Your Career In A Crappy Entry-Level Job Yes, you can still bring yourself one step closer to snagging that dream job even..
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May 2, 2017Employee Burnout
What causes burnout and how it can affect both the employees and the organisation How HR Can Help Prevent Employee Burnout An engaged workforce. It's..