Email Inbox Techniques

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Email Inbox Techniques

coursedetailsEmail can be a very useful communication tool if used correctly. Many people feel overwhelmed by all the mail they receive. They need to respond.

There are many ways to make your email more productive. We’ll be discussing strategies to help you do this so you can get back to the important work. These strategies might not work for everyone. Use your best judgement when managing your email.

It can help you keep your inbox under control by checking your email frequently throughout the day. Multitasking can cause constant distraction and disruption, which can lead to a decrease in productivity and make it difficult to get into a flow state when working on high-value projects.

After a long day of focused work, you can reserve the time to respond to emails. This is also a time when creativity and energy are at their lowest.

Email Inbox Techniques

1. Process your mail once a day

You should set aside time each day to process your email. You can continue to the next day if you miss the deadline. Prioritise the most important tasks and let go of any others.

This can be done even if you work in an office that receives a lot time-sensitive email. Email should not take over your life. It’s not your job to do the work, but it is a tool that can help you.

2. Prioritise 20% email; Defer 80%

Emails are not all the same. The 80/20 rule is a great way to apply the 80/20 principle to all areas of your life. Emails included. The 80/20 rule states that 20% of inputs can be responsible for 80% of outputs. To be efficient, we should concentrate on 20% inputs that result in 80% outputs. We should also focus on high-quality emails with maximum output, which are 20% in value.

3. Make sure to keep a “Reply by XX Day” folder

You should file the mail you need to reply in a folder called “Reply by XX Day”, where XX is the weekday. You should set aside three days each week for email replies: Tues, Thu, and Sat This will ensure that I don’t feel pressured to respond immediately to any mail you receive. It is important to read it and mentally acknowledge it.

4. Recognise that you don’t have to respond to every email

You don’t have to respond to every email, despite what you might think. Sometimes, a reply received after a specified time can be considered a response in its own right. Do not stress about responding to every mail. If it helps, reply if you can. But if the cost of replying is not greater than the benefits, it might not be worth it. Let it be. Things will eventually get better.

5. If you frequently send the same replies, create templates

You’ll likely find a pattern in the replies you get if you go through your send folder. You can classify the mail you get on site into one of these categories: (1) feedback/thank you mail (2) 1-to-1 coaching (3) requests to book/product reviews (4) speaking inquires (5) other. Use templates that you have previously created and used in your replies for (1) and (2). You would modify them to match the content of the original email as you reply. This saves a lot of time compared to typing emails from scratch.

6. Only read the relevant emails

You don’t have to read every mail you receive. You can pick and choose what is most important to you.

7. Your mails should be organised into categories

If you use Gmail, folders (or labels) can be used to organise your mails. First, choose a naming system that is relevant to your current task. Name your folders according to your priorities.

Secondly, use hierarchy structure. First level folders can be used for large categories. Second level folders can be used for sub-categories. To further segment them, I can create third-level folders if necessary. Gmail offers an add-on that allows you to use different tier labels (Settings >Labs > Nested Labels).

8. Filters are a good idea

Filters help you to sort mail automatically after it arrives in your mailbox. A filter must have two basic elements: (1) the term to watch out for (2) an action to take if it matches.  The filter will determine which filter the mail is to be sorted into and archived. This reduces the number of administrative steps I have to take.

9. When replying, use the 1-minute rule

It should take no more than a minute to reply. If that happens, immediately reply and archive it. It shouldn’t be left in your mailbox for too long. It will take more effort to keep it in your head and remind you to respond. To ensure that your reply takes only one minute, it is important to keep within the time limit. This allows me to quickly clear large amounts of mail.

10. Limit the amount of time you spend in your inbox

Limit the time you spend in your email inbox beyond the one minute rule. Time yourself the next time you go to check your mail. Take a look at how long it takes to sort, process, read, reply and respond to your mail. Next, ask yourself how much time you spent. Most likely, it was wasted on a useless purpose.

Last Thoughts

You will need to check your email regularly if you are in a role that requires it, particularly if email is the main way of communicating with customers. You should use your judgement based on your situation. You could use rules to ensure that email messages are delivered immediately to the correct folder if you receive regular email, such as blogs, newsletters and article feeds.

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