Did you know that most individuals spend close to 2 hours every day answering emails and other forms of communication?
It's no secret that email inboxes have a way of multiplying like rabbits. Suddenly, what was once an empty inbox is now crammed with unread emails. Incoming emails seem to be coming in faster than we can delete them!
If this sounds familiar, don't worry - you're not alone. In this blog post, we will teach you how to get ahead of your email inbox management and declutter your email folders.
Schedule Your Email Time
One of the best tips for any time management, whether it is email or not, is to schedule time to do specific times. That way, you will get into the routine of checking your email at that time alone, and you will avoid distractions from the other tasks. Additionally, you won't have the constant distraction of email notifications when you are completing your work during the day.
That is why it is important to remember that you should not check your email constantly. Give yourself a specific time each day and stick to it.
Implement a15-Minute Rule
With that said, we recommend that you spend 15 minutes each day checking and managing your email. Block out time on your calendar for this specific task and set a timer.
Once the timer goes off, move on to your next task. This will help keep you from getting sucked into the task at hand and it will also give you a sense of accomplishment when you finish within the given time slot.
However, you can set the timeslot to whatever works for you. If your job requires more communication than others, make the time slot bigger, or schedule a 15-minute time slot more often. For example, you spend 10-15 min in the morning, 5 minutes before lunch, and another 10-15 minute time slot at the end of the world day.
Time Your Email Syncing
To avoid getting constant notifications on your phone, adjust the email settings on your phone. Instead of having emails pushed to you, set a specific time interval for email syncing.
For example, check email every half an hour or once per hour. That way, while you are busy doing other tasks throughout the day, notifications will not constantly distract you from what needs to get done.
Unsubscribe and Unsubscribe Again
When signing up for emails, we often forget that it can be hard to stay on top of email management. To avoid being bombarded with content, consider unsubscribing from email newsletters and promotions that are not relevant to you.
Additionally, when email notifications arrive in your inbox, don't just click the "unsubscribe" link - instead, mark the email as spam. This will help email providers keep track of the email addresses that are sending out spam and help reduce the clutter in your inbox.
Use the Five Ds
A great way to complete tasks is using the five D protocol.
The five Ds include:
- Do
- Respond to emails that require a response
- Delegate
- Forward emails that somebody else can handle
- Delete
- Remove emails you no longer need
- Defer
- Delay email tasks until later in the day or week
- Designate
- Assign email folders with specific topics and create email rules
By using the 5 D's in your allotted email time, you can efficiently manage email inboxes and stay on top of email management.
Outsource Your Email Inbox Management
Another option is to outsource your email organization. This is a great way to free up time and effort that would otherwise be spent on email organization. There are many email management services available online, so take some time to research options that fit your needs.
When you are looking at a service, make sure you keep some items in mind.
Service Level Agreement
When looking at outsourcing email management, it is important to make sure that there is a Service Level Agreement (SLA) in place. The SLA should outline the expectations of both the service provider and the customer and should include things such as:
- Response times
- Uptime guarantees
- Service credits
Security
Another important consideration when outsourcing email management is security. Make sure that the service provider has adequate security measures in place to protect your data, including:
- Firewalls
- Intrusion detection/prevention systems
- Encryption
Scalability
It is also important to make sure that the email management solution you choose is scalable. This means that it can grow with your business, and can handle increased volumes of email as your business expands.
Support
When choosing an email management solution, it is important to make sure that there is adequate support available. This includes things like:
- 24/7 customer support
- Online documentation
- Training resources
Pricing
Finally, pricing is always an important consideration when choosing any type of outsourcing solution. Make sure to get a detailed breakdown of all costs involved so that you can compare apples to apples.
Use Default Replies
Default replies are email templates that can be used to quickly respond to emails. This is a great way to save time and effort when responding to email inquiries. Just make sure that you customize the email for each customer before sending it out.
Don't Reply to All Unread Emails
It can be tempting to respond to all unread emails in your inbox, but this will only lead to email clutter. Instead of replying to each email individually, take some time to categorize and prioritize the emails in your inbox first. Then, address them one at a time according to their importance.
However, this doesn't just apply to emails that no one responds to, like junk mail or advertisements.
Sometimes we need to set boundaries even in our email responses. If your coworker sends an email asking for help, but you don't have time, either let them know or don't respond.
But how do you do this without being rude? Rather than responding with an email, you can call them up or send a text message to explain why you can't help. This way, your email inbox will remain uncluttered while still being polite and professional.
Use the Draft Folder
The draft folder is a great way to store email reminders and notes. This is especially useful for emails that you need to write but don't want in your inbox.
It's also helpful for email drafts that need more attention later, such as follow-up emails after an interview. When the time comes to send it, just open the email from the draft folder and hit send.
Creating Email Folders
Email folders are a great way to organize emails into categories. For example, you can create email folders for different clients, projects, or teams. This way, when you need to access an email related to a particular project or client, it will be easy to find.
You can also create email rules to automatically move incoming emails into certain email folders. This makes email organization much easier and more efficient.
For example, you can set up a rule that moves all emails from a specific sender or email address into a designated folder.
Determine If You Need to Clear Your Inbox
You may find it satisfying to clear your inbox daily. However, is truly necessary to delete every email that isn't relevant? If you find the satisfaction of having a clear inbox too overwhelming, consider realigning your priorities.
You can tell by simply glancing at an email whether it is worth your time, or if you can simply leave it be.
However, if it is important, due to space or other factors, to clear your inbox, then implement the other rules, and be firm with yourself.
Don't Use Your Email as a To-Do List
Your email inbox is not a to-do list. It's easy to get caught up in the task of email management and forget about other tasks on your to-do list.
If you do, you will run the risk of becoming distracted by all the emails you need to respond to.
Instead, take the high-priority emails and add them to a separate to-do list, so that you can deal with them at the appropriate time.
Use the Snooze Option
Finally, if all else fails, you can use the snooze button on certain emails. This means that instead of receiving a notification, ignoring it, and forgetting about it, you will receive a notification, later on, to deal with it.
That way, you can continue with the task at hand without worrying about emails falling through the tracks.
Email Organization with Mainstrom
Email inbox management is quite a task. However, with these tips, you can get ahead of your inbox the right way. Even then, it can become overwhelming.
If you are looking for an easier way to manage your emails, consider Mainstrom. At Mainstrom, we can automate your email organization by creating filters, detecting spam emails, and protecting your privacy.
