Almost every person checks his email inbox every single day, no matter if we use email correspondence at work or in everyday life. We reply to emails that get there, view the news that was sent to us, and so on. However, very often many people complain that they are not very comfortable using emails, whether they use email clients or web services, – moreover, they can not properly organize the time that could be allocated to check mail.
Once you enter your inbox, you are engulfed in an abyss of messages from which it is difficult to get out. So you need to learn how to optimize time and organize your inbox management strategy. Many people use their mail client not only to read emails, so you will need to think seriously about how to optimize the process.
Only if you design your workspace so that nothing distracts you, and so that you do not have constant lawsuits to check your mail again, then you can succeed in this direction and solve all the tasks you need as effectively as possible.
- Permanent check of your inbox steals your time. It is preferable to schedule a certain amount of time when you have some spare minutes or need to check your emails for business. It can be early in the morning, before breakfast, at lunch, or at any other time that is convenient for you. If reading and responding to the message will take less than 2 minutes, deal with it right away and save the more time consuming messages for later.
- Use an email organizer. These apps take care of all the boring work in your inbox instead of you. Most of them feature advanced algorithms that automatically sort your incoming emails so you can conveniently do an action on the group of emails. Choose the best for you according to their price, design, functions. And do not forget about your data privacy.
Another option is to use collaboration software as an alternative communication channel. Email is not the only way to contact your colleagues or clients. Think about other apps such as Echo, Skype, Google Chat, Slack, etc.
- Get used to archive emails, it’s a very useful function. If you see emails that you don’t need right now but may require in the future, archive them instead of deleting them. You just hide an email in a dedicated folder when you archive it. You can go back to it in that folder at any time.
- Newsletters and promotions. You will receive a few newsletters from each firm every day as soon as you sign up for them. We usually forget or don’t have time to unsubscribe from newsletters that we no longer want. As a result your email inbox will quickly become cluttered. Instead, create a separate email address for such types of messages. Or get an email cleaner that will take care of this for you. Because if you start to unsubscribe from all unneeded messages manually, you will be shocked.
- If you have a lot of correspondence at work, most probably you need to write short similar answers all the time. It is one of the best ways on how to reach proficiency level as an email guru. Create the templates and reply to the messages in a few seconds.