Emails are part of every organization’s communication channel; however, they can be a handful if not properly managed. Despite the integral role emails play at your workplace, they can be a source of distraction during work hours. A constant flow of emails can interfere with your productivity since you will spend more time reading and responding to them rather than working on your actual duties. Effective email management practices can boost productivity and limit time wasted during working hours. Below are a few suggestions to consider.
Process your Email Once a Day
It’s common to frequently check your emails during the day. This way, you can monitor different aspects of your business; for example, if you are experiencing problems with your website or there is an urgent matter that needs your attention. However, it’s advisable to avoid processing them right away. Spare a few hours of your schedule to go through your emails; this could be at the start of the day or in the evening after busi9ness hours. If you don’t finish processing your emails during the allocated time, save some for the next day.
Keep Emails Requiring Immediate Action in Your Inbox
Slowing down the number of emails you receive every day can be difficult. However, you can set criteria for receiving messages in your inbox. Limiting the emails in your inbox makes it easy for you to identify those that need urgent attention so that you can respond accordingly.
Create a Waiting Folder for Action Pending Emails
Not every email has the same priority or urgency; however, this doesn’t rule out their importance. Instead of deleting emails that don’t reach your inbox, it’s advisable to create a waiting folder for emails that don’t need your immediate attention. This way, you can respond to them later when you have time. This also helps to save time instead of spending countless hours sorting through numerous emails to find those that need urgent responses.
Request Removal from Group Messages that Don’t Pertain to you
Most organizations rely on Sync GAL to communicate group messages to their employees. The GAL sync solution is a contact-sync solution used to share emails within an office. Employees who have the GAL on their devices can receive instant messages. However, some of these messages may not pertain to your line of work. For example, it doesn’t make sense to receive emails about sales quotas or market projections when you serve in the IT department. You can request removal from some group messages to reduce the number of emails you receive.
Create Labels for Similar Emails
Once you limit the number of emails reaching your inbox, the next step is to organize those you want. The best way to do this is through labels since you can use them to client, category or any name you want. This move makes it easy to find and process emails.
Automate your Emails
You can make work easier using email automation tools. These tools leverage machine learning and AI to provide automated email responses; this way, you can reply to messages on time and save time. Email automation tools are used to create email filters to screen, sort, label and mark your emails based on your set criteria. Filters will help prioritize your emails and group them based on specific keywords, subject lines, and attachments.
Download Corresponding Apps to Respond to Emails on the go
Technological advancement has made it easy for people to download corresponding mobile apps to help effectively manage emails. This way, you can access and process your emails on your smartphone when you are far from your laptop or desktop. These apps provide you with a real-time overview of your income emails, helping you schedule your day appropriately.
Create an Email Signature
Structuring your email strategy is a great way to manage your emails and save time. One of the factors to include in your email signature. This way, you don’t have to type your name, title, and company information every time you are sending emails. Creating an email signature is made easier using email signature software. This way, your team can remain concise and enhance brand marketing.
Eric Reyes is a passionate thought leader having been featured in 50 distinguished online and offline platforms. His passion and knowledge in Finance and Business made him a sought-after contributor providing valuable insights to his readers. You can find him reading a book and discussing current events in his spare time.