fbpx
Friday, 04 May 2018 11:46

10 Easy Ways to Manage your Business Email Inbox

Author:  Rachel Summers

Written By Rachel Summers

The Email was intended to make communication quicker and easier but sometimes it’s more of a hindrance than a help. We now spend too long at work checking emails, trying to find old emails, searching through relevant chains for the information you need or trying to delete old mail. It seems emails are put as a priority above too many other business activities.

Remember email is a tool to help not a priority. Here are ten tips to improve email management.

  1. Process Once a Day
  • In some businesses, you have to check email several times a day just to stay in the loop but you should only process them once a day. Try marking your calendar and setting your availability to busy to prevent interruptions.
  • Set aside a dedicate time in your daily life to process your emails. Prioritise the most important ones and then let the others go. Make a system that works for you, making sure you still acknowledge time-sensitive emails. Don’t let your email account run your life.
  1. Prioritize
  • The 80/20 rule is a great way of dealing with emails. “The 80/20 rule is the idea that twenty percent of inputs are responsible for eighty percent of outputs, meaning you should prioritize the twenty percent high-value emails which will lead to maximum output,” advises leading email marketing manager Angela Bradley, from the Australian Reviewer.
  • These prioritized emails should be replied to immediately, if not at least get back in less than three days. For the other eighty percent, you can allow yourself to take more time to reply if you do feel the need to engage with them.
  1. You Don’t Have to Reply to Everything
  • Don’t feel obliged to reply to every email, no reply can often say as much as writing out an email. If you spend your day replying to emails just to acknowledge you’ve received them it will take you away from the things that actually need doing. Only reply if the cost of replying doesn’t outweigh the benefits then it’s not worth worrying about. Especially when so many emails are sent out to more people than necessary or are impulsive and often not relevant to your work.
  • For those, you feel obliged to respond to create a folder for the lesser important emails that require responses. Set aside a day once every three days in a week to respond to these emails, it will take away the pressure to reply immediately and quell the fear of ignoring someone.
  1. You Don’t Have to Answer Everything Urgent
  • This may sound a little counterintuitive, but a lot of seemingly urgent emails resolve themselves without your assistance. Any urgent email about something going missing or not being able to get hold of a person are often resolved by themselves, wait an hour and see if you get a follow-up email. The follow-up email will declare if the situation has escalated or has been resolved.

  • This method also trains people to be more self-reliant and to have realistic expectations about how connected their colleagues can be to their inbox. This idea does require some common sense depending on which industry you work in, if you work in customer service and deal first hand with customers this will work differently.
  1. Use a Template
  • There is probably a trend to the things you respond to. Use a template if you find you are repeating yourself on a daily basis. Customize the template to fit the needs of the email and it could save you vital work hours.
  1. File into Categories
  • Folders, or labels for the gmail user, can be a great way to organize your mailbox. Use a relevant name system that works for you and sort them into a hierarchical structure. Remember just because you have folders and subfolders you don’t have to keep everything, don’t be afraid to delete messages you won’t ever need to look at again.
  • Prioritize, group, sort and file messages, this will make it easier to locate a specific email in the future. Create parent categories for broad subjects and then use subcategories related to more specific topics like a client or a work colleague’s correspondence.
  • Make sure you use obvious email subjects and put keywords in emails so they will be easy to relocate at a later date. Get help writing the best email subjects with UK Top Writers and Via Writing.
  1. Be Ruthless in unsubscribing
  • We’ve all been guilty in signing up to newsletters in the hope of getting a discount code, but these impulsive sign-ups can quickly clog up an inbox. If you find yourself repeatedly deleting this type of mail from your inbox it means you should probably unsubscribe immediately.
  • To quicken the unsubscribing process search your inbox for the term “Unsubscribe” and determine whose emails you continue to want and those you find useless.
  1. Send Less Emails
  • It may sound simple, but a golden rule of email management is if you send less you receive less. The less people you send the email to the less response you’re likely to get, so when you go to send that email think about who really needs to see this information.
  • If you want to send an email but do not really want a response use declarations not open ended questions. Questions will generate more emails, which will require you to give more attention to your inbox.
  1. Take It Offline
  • Email can be as destructive as it can be productive. Sometimes nuanced and often sensitive subjects can create inbox arguments. Words can easily be misconstrued and tone mistaken, and the outcome can be combustible. If you find yourself in an antagonistic discussion stop, take it offline. Pick up a phone or have a face-to-face interaction, it is likely to douse the flames before they become too heated. An aggressive chain email will not help any situation and will seriously damage work productivity.
  • Only write an email if it’s necessary and avoid using anything personal that could initiate conflict. If you are concerned your emails could be misunderstood use a writing service like Revieweal.
  1. Use Autoreply
  • The out of office message can have lots of alternative uses. Set it up to inform people you are minimalizing your email time, but put an emergency number or your assistant’s contact details for the sender to refer to. If you are receiving a high level of emails about one subject, maybe the time of a meeting or a certain piece of data, if it’s not highly confidential add this to an out of office message.
  • Like any regimes, there is no overnight results but the most critical step is sticking it for the long run. The keys tips to remember is not to let your inbox control you and to regular housekeeping to avoid being overwhelmed. At first, you may struggle but following these steps will, in the long run, simplify your life.

Rachel Summers is a social media manager with seven years’ experience in the industry, working for big and small companies, including Best British Essays. Rachel, in their free time, advises small and start-up businesses on their social media campaigns.

32 comments

  • Comment Link ripbookofra Thursday, 12 March 2020 12:32 posted by ripbookofra

    N᧐w with ripbookofra around the gambling establishment still any sort
    of newcomer that to start witһ heaгd aƄout on the net betting
    activities coulɗ win.

  • Comment Link online casino bg Wednesday, 11 March 2020 04:22 posted by online casino bg

    The games which we play online may not always be
    the same as players playing in live casinos. Nowadays online casino games for upfront and challenging
    than games played in live casino houses. Real casino
    games always enjoyed sense of exclusivity.

    There but another way supplementations money off of the web.
    It does not involve shelling out money or betting your market games.
    It can actually be created by being an affiliate.
    An affiliate is a person who earns a selected percentage of greenbacks for creating an internet gambling site.


    When your bank account is open you are free to play in the different games which you like.
    Most of the online system does not charge payment but may few who'll ask which pay for your
    facilities a person simply are producing use of.

    So ensure well about sexual crimes in advance or it would be difficult for you.
    This website will a person with a explained know the way to win rollex11 casino.
    If actually wish create money then you can certainly must be versed the brand new
    tips and know the right way to win at download live game.

    Now, additionally to the reasons stated above, why would someone with regard to an online casino game rather in contrast to real facet?
    First of all, there is hardly any difference from your real too online on the internet game.
    In an online game, one could watch recreation telecast on the lucky live casino through webcams.
    Secondly, these games are more secured will cause comes to money.
    Have to no cash involved all that you have the transactions are completed by credit cards via a secured internet.

    On the funnier side, one doesn't do bother about getting mugged on means back home after an exceedingly good day in the
    casino! It's all virtual and no hard funds are involved currently being
    the mode of transaction. Is actually important to just making use of good luck,
    one may suddenly find his/her checking account deposit swelled
    by a point.

    Player can pick to Take 'Even Money': Supposing
    that the dealer features an ace for that upcard along with
    the player is dealt a blackjack, the participant can make a decision take even money.
    Essentially, this demonstrates that the player will be paid out 1:1 ahead of the dealer checks his or her other card.



    One for the advantages of learning perform online is usually you can accelerate your learning curve
    as fast as you want to. Bear in mind it. Should are
    a "live" player, you for you to seek out games in casinos plus
    they will only exist at certain times on certain nights.



    Besides counting cards, the wherewithall to memorize serves
    great in Live Black jack. Memorization is used to remember all the cards that happen to drawn. Memorization used along with deck
    estimation, is an awfully useful technique that often taken as a right.
    Players think that just card memorization is straight forward.

    But in a continuous Live Blackjack casino game, it is usually
    unnerving and confusing, much more to beginners. But, experienced blackjack players utilize method
    to the fullest because they're already utilized to memorizing they.
    The memorization technique can be practice and attained in the rooms blackjack by playing it over your time.
    You only need is to play the fixture.

  • Comment Link Alejandrina Tuesday, 28 January 2020 05:32 posted by Alejandrina

    If anyone could have advertising skills you can earn a high income from
    website. Neat thing is really don't even will need to have interviews.
    Billions ladies get on search engines every year.

Leave a comment

airs logo

Association of Internet Research Specialists is the world's leading community for the Internet Research Specialist and provide a Unified Platform that delivers, Education, Training and Certification for Online Research.

Get Exclusive Research Tips in Your Inbox

Receive Great tips via email, enter your email to Subscribe.

Follow Us on Social Media