Last Updated on March 4, 2024
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I used to get stuck answering emails on a daily basis. I woke up in the morning, brewed coffee, and began tackling incoming queries. After answering all of the emails in my inbox I felt accomplished and relieved. But the next morning the cycle repeated. I felt like the main character in Groundhog Day.
For many professionals, trying to keep up with email can be an exhausting challenge. Today I decided to share some wisdom on how you can keep your email under control, save time, and increase your overall productivity. These tips are short, sweet, and straight to the point. Just like your emails should be. đ
Have more than one account
You have probably already done this, but in case youâre running a little behind the times, itâs vital that you get up to speed. Create an email you plan to use specifically for offers and newsletters. This will be your dummy email address. You can use this whenever you want to get a sweet deal, free download, etc.
Next, you should create an email address specifically for your friends and family. After that, you should create another email address that you plan on using professionally.
If you run a website or a business, be sure to apply the same method. Create separate email addresses for general inquiries, advertising, support, etc.
If you hate signing in and out of your accounts, search for an email management software on Google.
Manage your notifications
Facebook, Twitter, Pinterest, Instagram, LinkedIn, and all the other social networks out there can be extremely useful for your business. However, when you get messages every day saying that someone has commented on your post, or is following you on Twitter, you can get distracted pretty easily. These notifications add up quickly. To resolve this issue, turn off all email notifications for these services.
Create a FAQ
If you run an online business, you should set up a FAQ. Answering the same question is a waste of your time. What major concerns do your customers or visitors have? Address those common questions.
Be precise
Words matter. Get to the point. Be clear and upfront about your questions, directions, and answers. If you have multiple questions or inquiries, be sure to included them into one email. This will reduce confusion and follow up questions seeking additional clarity.
Donât leave it for tomorrow
Try to finish answering every opened email today. Setting it aside will eventually create a snowball effect.
Acknowledge receipt
If somebody sent you an important file, invoice, or any other document, let them know that you received it. It only takes a second to do so, e.g. âThanks,â âGot it,â âWill do,â etc. This will let the sender know that you received the email and donât need additional information or context.
Unsubscribe Spree
You might have signed up to various newsletters in the past. Now theyâve become spam that you constantly have to delete. Take a second to scroll all the way down and find the unsubscribe link. Every legitimate newsletter will have an âunsubscribeâ link. If you donât see a link, then mark it as spam. A great tool for this is Unroll.me.
Set a time frame
Letâs face it, e-mail can be extremely distracting. When you are constantly checking your e-mail, it is easy to lose track of time. To prevent this from happening, set two or three 30 minute time slots to check your email. One could be right after lunch and the other before you leave work. Itâs completely up to you to decided when you want to answer your emails.
Manage your replies
This one is very important. Never ask an open-ended question in your e-mail if you can avoid it. See to it that your questions demand a response.
Revert to 1980
Thatâs right, pick up the phone. If youâre in an e-mail thread that is just out of control because of miscommunication, lack of understanding or you just canât come to a reasonable agreement, pick up the phone and call.
Feel free to delete
Itâs simple, when I donât find an e-mail important enough to respond to, I delete it. If you do need to respond, be sure to act upon on it immediately.
Declare email bankruptcy
If thing are out of control completely to the point where youâre drowning in email, then itâs time to declare email bankruptcy. This means that youâre going to delete every single thing in your inbox. Before you bite the bullet, send out an email to all of your contacts. Let them know youâve just declared email bankruptcy.
Bcc the list of people you were never going to get back to in the first place too. Tell them that youâre starting over. Any person whoâs still waiting for your reply is most likely over it ( if it was truly urgent they wouldâve followed up). This decision may not be a wise one, but if youâre constantly stressed then itâs totally worth it.
Posted by:Igor Ovsyannnykov
Igor is an SEO specialist, designer, photographer, writer and music producer. He believes that knowledge can change the world and be used to inspire and empower young people to build the life of their dreams. When he is not writing in his favorite coffee shop, Igor spends most of his time reading books, taking photos, producing house music, and learning about cinematography. He is a sucker for good coffee, Indian food, and video games.
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