7 Best Practices and Tips to Efficient Email Management

Managing emails is a time-consuming task.

Did you know that an average professional receives 121 emails every day?

For most working people, as much as 28% of their workweek can be spent simply reading and responding to emails.  

It is no surprise then that we are usually constantly overwhelmed by emails — and as a result, we turn out to be less productive at work.

But it doesn’t have to be this way.  

If you’re able to provide structure and organization in order to how you manage emails , life becomes easier.  

You’ll have more time for yourself and can have a greater ability to generate more impactful work.

Let’s take a look at some proven e-mail management tactics and methods.

1 . Allocate Email Amount of time in Your Calendar

Just as a person make time for yourself, set aside structured time for your email messages in your schedule.

It’s crucial that you do this because an average worker checks their email close to 74 occasions daily !  

That’s a LOT of time, energy, plus effort utilized in doing something that doesn’t necessarily need so much mental bandwidth.    

But here’s the thing: emails might not seem as intrusive being a phone call, but they end up generating far more stress.  

As working professionals, we often worry about them, keep checking our inbox, and end up shedding focus on things that actually matter.

So , that brings us towards the most fundamental strategy: allocate a fixed time every day to deal with email.

You could try this at one stretch or schedule blocks of time during the day just for email.  

Ideally, avoid multi tasking when you’re checking emails. That’s because when you reduce distractions and stay focused, it is easier to run through everything.

Allocate a time.

Tim Ferriss discusses an excellent email template hack in the bestseller The 4-Hour Work Week :

“Due to high workload, I am currently looking at and responding to email twice daily at 12: 00 pm ET [or your time zone] and 4: 00 pm ET. If you need urgent assistance (please ensure it is urgent) that cannot wait around until either 12: 00 pm or 4: 00 pm, please contact me personally via phone at XXX-XXX-XXXX. ”

The takeaways here are pretty simple yet outstanding.  

First, emails can wait. Second, when it’s super urgent, DO NOT send an email. Instead, pick up the phone.

2 . Create Labels, Folders, plus Categories

One way to simplify email management is through organization. This involves setting up labels, files and categories.

Keep in mind that there is no standard rule that applies to the creation associated with categories.  

It could totally depend on the person, the emails they receive , and how they’d best wish to segregate their messages.

For example , someone in finance may need multiple folders. One intended for invoices, one for repayments, and so on.  

An employee within marketing could have folders such as inbound, guest post requests, advertising , etc .

The key is to prioritize, group, and sort email messages into categories.  

The greatest benefit to organizing your emails in this manner is that it will become very easy to locate specific emails in just a few clicks.  

In addition to creating basic files, you can also set up parent categories and create subcategories under all of them.  

To do this within Gmail, for instance, head to your inbox and look at the left sidebar menus in full view.  

Beneath the “categories” tab, you’ll discover “manage labels”. Click on “create a new label” here.

Gmail labels.

Every label a person create is basically a file. So provide an appropriate (search-friendly) name.  

Gmail also allows you to give different colors to your labels.

three or more. Touch It Once

The particular touch-it-once principle is based on making quick decisions in dealing with emails.

It is also known as the Only Handle It Once (OHIO) method.

The idea here is that revisiting an email over and over again is a waste of time.  

So , you touch it once, take action on it, file it away and then move on to the next email.

The particular touch it once principle may seem like it’ t easy, but it can get just a little hard to follow when it comes to email because we have a inclination to defer replying to emails.

But having this mindset is important since many of us deal with large volumes associated with email every day.  

This will keep you from continuously getting distracted by the thought of unanswered emails, which can dramatically lower your productivity .

four. Follow the 1-minute Rule

The one-minute rule helps you control both your emails and time better.

Here’s what it entails: if it takes simply a minute to respond to an email, do it immediately.  

This way, you don’t sit on emails that can be acted upon immediately and filed away. Doing this also clears up your inbox faster.

One Minute Rule.

A variation of this is the two-minute rule — introduced simply by David Allen, the author of Getting Points Done .  

The idea here remains the same: if it only takes 2 minutes to reply to an email, get it done right away.

5. Read Top Down, Write Bottom Up

Atish Davda , CEO of EquityZen, proposes a unique way to get through your own inbox.

Read emails by threads in reverse chronological order and respond to them in chronological order.

According to Atish Davda:

“This nuanced crack takes advantage of the fact that some folks react to emails immediately, sometimes causing an email ‘tennis match’, consuming up that hour you place aside to tackle your whole inbox, and leaving you feeling behind. If you respond to emails in chronological order, you’ re less likely to get caught up in back-and-forth emails, and more likely to stay on track. ”

6. Knowing Whenever to Send Emails 

Email administration is as much about the kind and volume of emails you send as it is about the type and volume of emails you receive.

There’s a famous stating: If you want to get fewer emails, send less emails.

When it comes to sending them, it would depend on the nature of your work.  

That’s because there are certain functions where employees perform most of their daily work on emails.

Those working in consumer success, for instance, have to get in touch with existing clients on a regular basis. And usually, email is the preferred channel for this.  

In such a role, make sure that you keep your communications crisp and clear.  

One of the ways you can send less emails is to choose what conversations you want to have through email and which you would want to have over a call.  

If you’re simply informing a customer about an update, e-mail would work.  

But , if you need to check in with a customer and find out what they feel about using your product or service, do that over a call. Or else, this could result in a lot of to and fro over email.  

Regarding functions such as Sales plus Lead Gen (teams that send emails in bulk), you need to confirm whether or not your own emails are being delivered correctly.  

If your emails hit the spam file or bounce frequently , then there’s a chance your own domain gets blocked.  

That’s why using a device to confirm email addresses can be useful.  

This way, you can be sure you’re emailing the right person, and that your time and power is not being wasted.  

7. Convert your Team Email Accounts into Shared Inboxes

Most companies have group email accounts such as info@< companyname. com> and support@< companyname. com>.  

Earning it easier for people on the exterior to get in touch with your brand.  

But here’s the thing: group emails can get because annoying and overwhelming since WhatsApp groups.  

There’s a steady stream associated with incoming messages in such e-mail accounts that is made worse by the fact that there is no easy way to give emails to individuals and keep track of these tasks.

You should be able to streamline emails being released on the in group inboxes and have organized workflows so that there’s less clutter and every team member is clear on what e-mail they need to work on.

Here’s exactly where an email ticketing system like Hiver can be useful.  

It helps you manage customer care shared inboxes right from your Gmail inbox.  

You get to easily assign emails as tasks to anyone on your team in just a click — without using forwards.  

You may also have back and forth internal conversation without writing more emails.  

Wrap Up

There’s no standardized approach to managing emails, so it’s important to remember that not all these strategies is useful for you.  

You may have to experiment to see which tips are effective for you.  

Commit to having framework with your email management and you will begin to see the effects throughout your own workflow.  

Irrespective of which usually approach you take, persistence is key if your aim would be to maintain a clean, arranged inbox.

This post was written by Ganesh Mukundan , a content marketer on Hiver who loves almost everything about customer experience plus customer service.  

Ganesh is passionate about narrating delightful customer stories, investigating CX trends, and scuba diving into concepts such as VoC and Customer Journey Umschlüsselung.  

Whenever he’s not working, Ganesh wants to rap, play football, plus binge-watch Nordic TV shows.

The blog post 7 Guidelines and Tips to Effective E-mail Management made an appearance first on Rock Content .

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