For your business, the email is an extremely useful communication tool. Less invasive than a phone call, email is practical and fast. It helps their users to run business from anywhere.
You can communicate with customers to customers, check with employees, and can be set up important meetings from your office or on the road. According to research, email is the second most time-consuming activity for workers.
Business leaders, CEOs and managers will often receive hundreds or thousands emails per day. Reading and responding to each message can become a sink of time and energy.
Here are four strategies to better manage your email and keep the messages in your inbox to a minimum.
1- Take time to read and respond to email
Do not open your email program all of the day. Alerts and audible warnings from incoming messages can interrupt your workflow and leave you out of focus.
Instead, schedule specific blocks of time during the day to check your email. You can even try to mark your calendar and set your availability to “busy”.
If necessary, turn off your cell phone and closed your office door to avoid interruptions by family members (if you work from home) or employees.
Create an answer email like this quoted by Tom Ferris at 4 Work Hours per Week:
“Due to the heavy workload, I’m currently checking and replying to email messages twice a day at 12:00 ET [Or your time zone] and 4:00 pm ET.” The amount of time needed for email and reply review will depend on how often you check messages and how many you normally receive. Some business owners find it more effective to devote 10 minutes every hour to email. Others prefer just email verification only two or three times a day.
2- Take action immediately
Making quick decisions and pursuing immediate action will help to keep your email inbox under control. The idea is not to delay until tomorrow what can be done immediately.
When you check your messages, search the inbox for emails that can be immediately deleted such as spam or promotional emails. Then select the messages do not need a response and delete them. Once you wall down the number of messages in your inbox, you will be able to better evaluate which ones are the most critical.
Make sure important emails sit in your inbox for days. Unless you are on vacation, respond within 48 hours. Reply to sender just as you have read your message.
If it is not possible to respond immediately, let the sender know that you have received the message and we will contact you shortly. Set a deadline and follow up.
3- Organize an inbox with labels, folders and categories
Correspondence between clients, colleagues and employees can help to clear up any misunderstandings. Most e-mail programs allow users to mark messages with specific bookmarks or categories.
Prioritize, group, sort, and archive messages to keep your inbox organized. The better of your filing system, it will be easier to locate specific emails when needed. Create parent categories for general subjects, such as: clients, projects and finances.
Next, use subcategories to archive emails related to specific clients or projects. Before you file a message, Check the subject line is it search-friendly. If it does not accurately describe the content of the email, edit the subject line before it is sorted and archived.
4- Unsubscribe from unwanted promotional emails
Newsletters and ads can be overloaded your inbox and bury important messages. Clean up clutter.
Stop receiving messages from specific senders or unknown address if you no longer want to receive your missives or do not have time to read them. To make the registration cancellation process quick and painless, look for your inbox for the term “unsubscribe” link. Review the search results and determine which emails you would like to continue receiving.