Effective Emails – Part 5/5
Welcome to the 5th and final part to this series focused on Email Inbox Management. We hope you’ve found it informative and extracted a number of keys takeaways that you’ve since applied and are enjoying the new benefits of.
Now that your email communication has improved and your participating more efficiently and effectively in the world of digital bombardment and extensive business communication and growth opportunities, it’s time to consider how to manage this stream better through our HOTTEST TIPS for sorting, finding, and responding to your messages.
Here’s The Web-Sta Team’s
HOTTEST 5 Email Inbox Management TIPS
Tip 1 Unsubscribe from Subscriptions — if your business promotional and subscription emails don’t automatically go to another tab or folder, as a rule, we suggest setting it up so they do.
Searching Google for how to set up rules for outlook (or ‘filter’ for Gmail etc.) will return simple steps for setting this up and stopping these emails clogging up your inbox and causing constant distraction.
It’s also a good idea, and does you and the sender a favour, to review and where appropriate unsubscribe from these emails if you find yourself not opening them for more than 3 or so editions in a row.
Tip 2 Action as you go — Depending on the number of emails you receive in your role, it can prove highly productive to turn notifications off and scheduling blocks of time 1, 2 or 3 times a day.
Another way to improve productivity is to touch each email as few times as possible. Here are a few ways to deal with mail when it comes in, or during your allotted time(s):
a) Respond immediately — if an email can be actioned with a short, snappy response attend to it right away. Keeping in mind that this doesn’t mean doing away with professional, friendly and polite tones and language.
b) Create a task — if there is action to take, create a Reminder or Event in your calendar straight away, or add it to your Activities (to do) List for when and what activity is required. Google calendar is amazing for this and allows you to set reminders so that you don
c) Move it — if it’s an email you need to retain for reference sake, move it to an appropriate folder — see suggestions in Tip #3
d) Delete it — when an email is FYI – For Your Information only or when you read it and recognise you’re not going to need to come back to it again, Press Delete. You can always retrieve it from the Bin / Trash folder if absolutely necessary.
Tip 3 Sorting — As much as possible, set your Inbox up to have no more than half a dozen sub-folders, and get your EOS (Email Operating System) to sort your email for you on arrival.
A clever example we came across recently included these folders — in this instance email would be Moved (dragged and dropped) from you inbox into these sub-folders upon viewing:
|This month||Future Reference|
All popular EOS’ have Rules & Filters that can be set up to sort your mail on arrival. An example of this would be “ALL Emails from Web-Sta Move to Web-Presence”
Tip 4 Finding — Don’t waste time trawling through folders and lists. Using your search field for any component of a message is always the most efficient way to find an email.
Some popular search field inputs include:
- Sender’s name
- Business name
- Any part of the subject line; and
- Any part of the content in the email body
Tip 5 Responding — only when you have to. If an email doesn’t require a response, action it appropriately and move on. On the other hand, acknowledging receipt can be an important part of the process. A simple “Thank-you” “Copy that” or “Chat soon on this” might suffice.
Links to other articles in this series…
And That’s A Wrap
We hope you’ve enjoyed our Effective Email Series and would love to hear from anyone who has given any of these TIPS a red-hot go and report back on your experiences.
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