How to Improve Your Email Productivity
Email Productivity tools or apps used to simplify reading and processing emails has remarkably improved over the years but what hasn’t changed much is that there are people who still find it really stressful because it eats up too much of their time.
The good news is that there are better ways to effectively tame your inbox and still have more time for other real work done. Here are steps you can take to manage your inbox without ruining your email productivity.
Tips to Improve Your Email Productivity
The best way not to get overwhelmed with an onslaught of emails is to know where it comes from and place them in specific folders or filters: everything from urgent work filters, favorite blog newsletters filters, bank notification filters, personal email filters, etc. When emails are organized in categories, you’ll find it easier to search, reply or delete them.
Set up a schedule
To increase your email productivity, you don’t necessarily have to check every single email as they come because that would be a big waste of time. A best practice is to stick to a certain schedule to review emails.
This will require some discipline to allocate a few times in a day to deal with emails that have accumulated. Processing emails by batches are much more efficient than having to switch from one task to another.
If possible, respond right away
Respond to emails as soon as they are read, otherwise, they can be moved further down the inbox and it might get overlooked. However, if it requires more time to complete the action, then move them on a folder where you can check them later. If your response is not needed, you can delete it. It’s best to start each day with a zero inbox.
Unsubscribe to junk mails
Really, who has time for them? To lessen all the junk mails you receive, simply unsubscribe by clicking on the unsubscribe link usually found at the bottom of the email. Some companies would still need you to send an email to remove you from their email list. You can also create filters that automatically delete these junk emails.
Make it short and concise
Keep your message clear and short as much possible. Your subject line can also be your entire message such as: “Brand Analysis Presentation on January 12, 2015. 1:30 PM, EOM”. EOM means End of Message which means nothing follows after subject line and the reader does not need to open it anymore.
It should be easy to read
When people are very busy, they have less time to read through a long paragraph of texts. Sometimes, people don’t bother reading everything and just scan it quickly to get to the main point of the email. To make sure nothing is missed, here is what can be done:
- Use bullet points if you need to list some items or ideas
- Write short two to three lines for each paragraph with spaces in between
- Write the names of people involved in every action item
Send emails to the right people
Before sending that email, check whether you have included the right people to the To, CC, and BCC fields. Only address it to people that require their action or response.
Notifications from smartphones or desktop will surely distract you from getting anything done. So, turn them off, including notifications from social media and chat messages. Set a time to check them.
Customize email signatures
It’s recommended to customize your email signatures based on the recipient you are sending it to, whether it is for business, work, or personal purposes. In this way, you can be efficient when replying to emails.
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