Did you know that an average employee receives over 121 emails and sends around 40 emails per day? While email has become the primary mode of communication in the workplace, it's no secret that it can also be a major time suck.
Like most people, you probably start your morning answering emails and then continue to check your inbox throughout the day. This can take away valuable time that you could spend on other tasks.
This is where email productivity comes in. Through email productivity, you can take control of your email and use it as a tool instead of letting it control you. Here are key tips for email productivity you should implement today:
1. Schedule Time for Checking Emails
Checking your inbox first thing in the morning can be detrimental to your productivity. So is checking your email every time you get a notification. By setting aside a scheduled time for checking and responding to emails, you can minimize distractions and maximize efficiency.
Try checking email a few times per day at set intervals. This will help you stay focused on other tasks and prevent getting sidetracked.
For example, you can schedule some time for checking your emails first thing in the morning, around lunchtime, and then again before you leave for the day. The time you choose should depend on your workload and daily timetable. This will help you stay on top of your email without letting it take over your day.
2. Turn Off Your Notifications
Your work email inbox is probably a constant source of stress. It can be challenging to stay productive at work, whether you're dealing with an overflowing inbox or simply trying to stay on top of your to-do list.
Fortunately, the best way to avoid stress is to turn off your notifications. By silencing the ping of new messages, you can avoid getting distracted and stay focused on the task at hand.
In addition, turning off notifications can help to prevent information overload. When you're not constantly bombarded with new messages, you can take the time to process each email more carefully. As a result, you'll be able to respond more effectively and eliminate unnecessary tasks from your to-do list.
So if you're looking for a way to boost your productivity at work, start by silencing your email notifications. You may be surprised at how much more effective you can be.
3. Use Folders to Stay More Organized
Do you tend to let your inbox get out of control? If so, you can use different folders to stay on top of things.
With clients, service providers, and your colleagues sending you emails, it's easy to get lost in a never-ending sea of messages. And before you know it, half the day is gone. But by sorting your messages into different folders, you can quickly and easily find the information you need when you need it.
For example, you could create a folder for each project you're working on. That way, when you need to reference an email from a colleague, you know exactly where to look. Or, if you're waiting on a response from a client, you can create a folder for pending messages. This way, you can quickly see which messages still need an answer.
Depending on your sector, your email folders may vary. But some popular folder options include:
- For Reference
- To-Do List
- Urgent Emails
- VIP Messages
Email organization can be a challenge, but using folders to segment different emails will help you stay on top of things. By taking a few minutes to set up separate folders, you can save yourself time and frustration down the road.
4. Set Up Automatic Email Filtering Rules
Email filtering automatically sends messages to a designated folder based on specific criteria. For example, you could set up a rule that sends all messages from your boss to a "VIP Messages" folder. Or, you could create a rule that automatically archives all messages older than six months.
You can also use filtering rules to unsubscribe from unwanted emails. For example, if you're tired of getting promotional messages from a certain store, you can create a rule that automatically sends those messages to the trash.
To set up automatic email filtering rules in Gmail, open your Settings and click on "Filters and Blocked Addresses." From there, you can create new filters or manage existing ones.
On the other hand, Outlook users can find filtering options by opening the "Rules" tab in Settings. By taking advantage of automatic email filtering, you can declutter your inbox and ensure that only the messages you need are front and center.
5. Use Templates to Save Time
If you find yourself sending similar emails on a regular basis, templates can be a lifesaver. With templates, you can create email messages in advance and insert relevant information as needed. This way, you don't have to start from scratch every time you need to send an email.
For example, if you often have to send emails to schedule appointments, you can create a template with the date, time, and location fields. All you have to do is fill in those fields when you need to send the email.
Creating templates can be as simple as creating a new email message and saving it as a draft. Or, if you want something more sophisticated, you can use a tool like Mail Merge for Gmail.
6. Organize Your Email Tasks
Email organization is key to email productivity at work. By devoting a few email tasks to specific days of the week, you can better track what needs to be done and avoid letting emails overwhelm you.
For example, Mondays can be devoted to responding to any email that requires action but can wait until Monday. Tuesdays can be dedicated to handling any email that can be dealt with quickly. Wednesdays can be devoted to longer email projects. And so on.
This system may take a bit of time to get used to, but it can pay off in increased email productivity and reduced stress levels. Additionally, organizing emails based on tasks can be a great way to streamline your process and avoid letting small things fall through the cracks.
7. Avoid Sending Unnecessary Emails
Did you know that 80% of all work emails are unnecessary? We've all been there — you send an email and then almost immediately regret it. Maybe it was a case of hitting "send" too quickly, or perhaps you just realized that the email wasn't necessary after all.
Whatever the reason, sending unnecessary emails can be a productivity killer at work. Not only do they clutter up your inbox, but they can also lead to long email chains that are difficult to keep track of.
Furthermore, if you're cc'ing multiple people on an email that you could have handled with a quick phone call, you're taking up valuable time that could be spent more productively elsewhere.
The next time you're about to hit "send" on an email, ask yourself whether it's really necessary. If the answer is no, save yourself some time and trouble by not sending it in the first place.
8. Avoid Checking Your Emails First Thing in the Morning
Checking your emails first thing in the morning can be a recipe for disaster. Not only do you run the risk of getting bogged down in email before you've even started your day, but you also open yourself up to potential interruptions that can derail your productivity.
If checking your emails first thing in the morning is unavoidable, try to set aside a specific time and stick to it. This will help you stay focused and avoid getting sidetracked by your inbox.
Don't let your emails dictate how you start your day — take control of your inbox and start your day on your own terms. So, t's best to avoid checking your email first thing in the morning unless absolutely necessary.
9. Use Software Tools to Organize Your Emails
There are several software tools that can help you organize your emails and boost your productivity at work.
For example, Mailstrom is a tool that helps you quickly and easily delete large numbers of emails. This will help you declutter your inbox and make it easier to find the emails you need.
You can also use other tools to help you prioritize your emails so that you can deal with the most important ones first. This is a great way to ensure that nothing falls through the cracks.
10. Unsubscribe From Email Lists
The first step to taking control of your inbox is unsubscribing from email lists that you no longer want to be a part of. This will help to declutter your inbox and make it easier to find the emails that are actually important to you.
You can unsubscribe from email lists by clicking the “unsubscribe” or "Unroll-me" link at the bottom of the email. This will take you to a page where you can confirm that you want to unsubscribe from the list.
Improve Your Email Productivity Today
Email can be an excellent tool for staying connected and getting work done. However, it can also be a major productivity killer if you let it get out of control.
By following the tips in this blog post, you can take control of your inbox and boost your email productivity at work.
So, what are you waiting for? Maximize your productivity by decluttering your emails with Mailstrom today. Whether you're using Yahoo, Gmail, or Outlook, we can help you increase your productivity. Click here to get started.