Design Development

How to Tackle Email Management

Inbox 0? Really?

Are emails burning a hole in your inbox? Do you have too many unread emails, newsletters, expired offers and more burying you all the while knowing somewhere in there is the important stuff and you can’t afford to miss it. We’ve all been there before, and it can be overwhelming. Luckily, by implementing practical email management methods, you can regain control of your inbox and your time. Read on to learn the most effective email management strategies and reimagine the way you work today!

5 Tips for Email Management Mastery

Email is one of the most powerful forms of communication. On average, 121 emails are exchanged to and from a single user in just one day! It’s never been more important to stay on top of your email and ensure that you never miss those important messages. The following five tips will help you master email management. Using these tips you’ll learn to impress clients with prompt replies, move projects down the pipeline, and clean up the clutter.

1. Read and Reply to Emails at a Set Time

The first tip to achieving email management mastery is by dedicating time to your inbox. Try setting a reminder at the top or bottom of an hour and at the beginning and end of the day. It’s a good idea to set aside around 15 minutes throughout the day to check your email, respond to important messages, and delete any unnecessary mail. A good strategy is to make a habit of reading and replying to emails at a set time during every workday.

2. Remember Email Folders are Your Friend

Truly a best friend, implementing email folders is a straightforward approach to email management. Distinguishing invoices from contracts, client projects from internal matters, and your calendar items from your follow ups will provide you with organization and ease. Folders are simple, effective, and practical for any user.

3. Create Labels for Similar Types of Emails

In addition to email folders, labels are another way to categorize your inbox. Feel free to get creative with labels, every inbox will look different, as will your labels. Depending on the applications you use, most inboxes come stocked with flags, stars, icons, and title tags that you get to assign. Think about what areas of your business come to mind when you see a particular designation – they can be as simple as ‘accounting’ or ‘legal.’ You can search your inbox by label and can even apply more than one label to an individual email. These great little labels allow you to categorize emails by priority, project, follow-ups, events, and anything in between.

4. Create Email Templates Made for Go-To Responses

Interested in taking it one step further when it comes to business communication through email? Try out email templates made for go-to responses. You can integrate auto-generated email responses to typically asked questions through email template builder software. This not only saves you time but will also allow you to easily maintain a consistent tone of voice for your business and branding purposes.

5. Be Selective With the Emails You Keep and Receive

Finally, one of the most important tips to mastering email management is being selective with not only the emails that you keep but also with the emails you receive. Make sure to remove any unwanted messages as soon as you receive them. Quickly deleting unwanted emails that you don’t read, such as sales messages or newsletters, allows you to avoid the quick build-up of junk mail in your inbox. But being selective about the emails you receive will create sustainability. Take the time to unsubscribe from recurring newsletters or emails that you don’t read or are not relevant to your business.

Following these five tips will put you well on your way to email management mastery. We like to say it’s easy, but we’re the professionals. If you would like even more help staying on top of your inbox, our virtual contractors can help. Ready to make your life simpler and your business run more efficiently? Contact Mood today!



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