Advertising
Advertising

10 Email Management Skills Everyone Should Learn to Be More Productive

10 Email Management Skills Everyone Should Learn to Be More Productive

For many people these days, email = work.

It’s just the sad (or not that sad) truth of the modern world of professionals, entrepreneurs, creatives and everyone in between.

Quite frankly, if you’re not effective with your email, you might as well not even bother coming to work.

So let’s take a closer look into this topic today, and try to make ourselves a bit more productive with our emails. The key to all this is mastering certain email management skills, ten of them, to be more exact.

1. Pick your money-making emails and prioritize them

Email management is a game of knowing where to pay the most attention and what to potentially ignore completely.

No matter your profession or the type of business you’re in, you should look for a specific category of emails that just happen to be more valuable than anything else.

If you’re in any sort of agency business (design, writing, freelancing, etc.) then those emails are usually your sales emails or some other emails that lead a client to signing a deal with you. Mastering them is how you make money. It’s how you’re turning your hours into productive output.

This is something that Ruben Gamez – founder of Bidsketch proposal software – points out when asked: “What is the #1 email management skill that entrepreneurs and professionals should master?”

His answer:

Learning how to segment email for response time. For example, at Bidsketch we’ve learned that the customers with the fastest response times to proposals, close more sales.

So how can you be responsive while not destroying your productivity? You should treat sales related emails differently, and send them either to a different folder, or email address. This leaves a much more manageable number of messages, that can be responded to soon after they come in. Other types of messages can (and should) wait.

2. Touch every email just once

Here’s what I mean. It’s very common for us to naturally mark an important email with a star, and tell ourselves that we’ll come back to it later. Then, later comes and we repeat the process again, thinking, “I’ll deal with this tomorrow.”

This is a major waste of time.

A simpler solution?

Try a variation of the “Touch It Once” principle that Ann Gomez taught me.

In a nutshell, process each email the first time you “touch” it. This means either responding to that email right away, or creating a separate task for it somewhere else. That way, your inbox remains clear.

3. Don’t treat your inbox as a to-do list

Your inbox is simply not organized in a way that would warrant treating it as a to-do list. If you do so, you’ll quickly find yourself lost in the sea of starred emails, half-done drafts, and probably more than a handful of people angry at you.

Instead, turn emails into tasks, and then move them away to other tools.

My recommendation is to use Todoist for this purpose. In a nutshell, it’s a cloud-based to-do list and task manager. Plus, it has very good integration with Gmail, which should make things even easier for you.

In short, whenever you stumble upon an email that requires some action, turn it into a Todoist task and clear it from your inbox right away.

Advertising

4. Use just one app/tool across all your devices

This may sound simple, but it’s actually surprising how many people fall into a trap of using multiple apps to manage their email. Now, the sole multitude of tools isn’t the problem. The real problems start when those tools aren’t synchronized with one another.

What you end up with is an inconsistent inbox, an inbox that looks different based on which tool you access it through.

Simple solution: Use just one tool across your all devices. For instance, if you’re on Gmail, use the native Gmail tool everywhere. If you like Outlook, then use only that. Just don’t combine different email tools.

5. Deal with email just twice a day

Even though I might have said that “email is work” at the beginning of this post, it’s actually rarely the case.

For most people, email is not what makes the money, and therefore it shouldn’t take up most of your working hours.

A simple solution is to just deal with email twice a day: once in the morning, and once in the afternoon.

And most importantly, disable all email notifications. Notifications cause interruptions. Those interruptions are more costly than you would expect. For example, as explained in this resource by Harvard Business Review:

According to a University of California-Irvine study, regaining our initial momentum following an interruption can take, on average, upwards of 20 minutes.

6. Utilize template responses

The key to many people’s productivity is their ability to not reinvent the wheel with their email responses, so to speak.

The whole trick is identifying the exact moment when a template response could be employed, instead of re-writing the same email over and over again.

Advertising

There are just two steps to mastering this skill:

  1. Identify common scenarios and types of email that you send out the most often.
  2. Create template responses for them.

One way to do it is with a tool like Yesware. Among its other features, it allows you to create such personalized email templates, and then send them out whenever needed.

7. Tame your newsletter subscriptions

If you’re like most people then you’re probably subscribed to a lot of stuff online (newsletters). Whether those are newsletters from your favorite sports teams, industry news, hobby sites, there’s likely a ton of them.

Check out Unroll.Me. It’s an all-in-one tool for managing your email subscriptions. You can set it up to send you one digest email rather than receiving tens of individual newsletter emails.

8. Be mindful of what’s going on in your inbox

“A thousand things screaming for your attention” – just about does it for a good description of your inbox, doesn’t it?

I asked Catalin Zorzini, founder of Matcha-Tea.com, to shed some light on this problem, and answer one simple question: “What’s your most valuable email habit?”

His advice:

“Fabricating time.

What if that instead of training ourselves to work more, to become faster or more efficient, we could actually fabricate more time so that we could manage our inbox in a more relaxed mindset, without a sense of urgency?

From what I’ve learned, this is entirely possible and can be achieved quite easily.

Two things: Practice mindfulness, and apply the either “HELL YEAH!” or no approach to your inbox.

Cultivate a more relaxed way of “living while working.” What I mean by that is to overcome the “autopilot” mode, and to learn how to become more aware of every single task that we’re doing on the computer (especially dealing with email), make choices from a more grounded position, and mix “work” with “fun” so that we feel we have more time.

This way, we become able not only to achieve inbox zero, but to enjoy the miracle of being alive, which we take so much for granted when we are on autopilot.”

In short, realize that what you do in your inbox has a direct impact on what you’ll do throughout the rest of your day (or week). So be mindful of that, and only devote time to things that can benefit you. The #1 trick to email management is ignoring most of it.

9. Send short emails. Only.

If you’ve been in the military then you probably know what BLUF – “bottom line up front” stands for.

In short, it’s a communication principle that encourages us to start every message with the request at the beginning, rather than burying it or building up to it.

We tend to wrongly assume that our “ask” needs a sufficient built-up, or otherwise the person we’re contacting will say no. But as it turns out, people naturally omit the build-up part anyway and go straight to the “meat” of the message.

10. Find replacement tools for things you’d otherwise do via email

Although we might be accustomed to email, and we’re familiar with the tools and the process of using them, very often we’re going to be way better off abandoning email in favor of other solutions.

For example:

  • Doing client proposals via email? Don’t. Use the aforementioned Bidsketch instead. It will not only track your every proposal, but it will also let you know when your clients see them.
  • Using your inbox as CRM? Again, don’t. Check out Nutshell CRM or something similar. Way more effective and easier to grasp.

The examples are plenty. The general rule would be to always single out the email tasks that cost you a lot of time, and then try to find replacement solutions that are more effective. There’s always something.

Advertising

More by this author

Karol Krol

Blogger, published author, and founder of a site that's all about delivering online business advice

How to Stop Information Overload and Get More Done How to Steep a Perfect Cup of Tea Every Single Time 10-Email-Management-Skills 10 Email Management Skills Everyone Should Learn to Be More Productive How Not to Fall Into a Productivity Hole 11 Unique, Useful Tools for Freelancers That Make You More Productive

Trending in Productivity

1 50 Motivational Quotes for Work to Inspire Success 2 How to Make a Positive Change for a Fulfilling Life 3 The Importance of Reminders (And How to Make a Reminder Work) 4 10 Practical Ways to Improve Time Management Skills 5 How to Master the Art of Prioritization

Read Next

Advertising
Advertising
Advertising

Last Updated on January 13, 2020

50 Motivational Quotes for Work to Inspire Success

50 Motivational Quotes for Work to Inspire Success

Let’s face it – no matter how excited you are about a new project or priority in your life, there will always be days when your motivation lags. Days when – despite all the progress you’ve made in the past – it just sounds easier to sit on the couch playing video games than to buckle down and crank out the work needed to meet your goals.

In order to be successful, you must be able to motivate yourself past these humps. Whenever you feel your drive and determination lagging, turn to these motivational quotes for work to provide the extra spark of passion needed to keep you on track.

Quotes about Goal Setting

Whether you’re still in the planning phases of your business or whether you’re plotting a plan of attack to bring about your long-range vision, setting good goals is a critical part of succeeding in business.

Check out these quotes for extra inspiration on how to turn your dreams into reality:

quote-Benjamin-E.-Mays-the-tragedy-in-life-doesnt-lie-in-106113

    “The tragedy in life doesn’t lie in not reaching your goal. The tragedy lies in having no goal to reach.”– Benjamin Mays


    “By recording your dreams and goals on paper, you set in motion the process of becoming the person you most want to be. Put your future in good hands — your own.”–Mark Victor Hansen


    “Give yourself an even greater challenge than the one you are trying to master and you will develop the powers necessary to overcome the original difficulty.”–William J. Bennett – The Book of Virtues


    “The entrepreneur is essentially a visualizer and actualizer… He can visualize something, and when he visualizes it he sees exactly how to make it happen.”–Robert L. Schwartz

    Quotes about Achieving Excellence in Work

    Once you’ve got your goals together, you’ll need to put in 110% of your effort in order to transform these visions into reality. To increase your motivation to work at a consistently high level, take a look at the following words of wisdom:

    “Excellence is an art won by training and habituation. We do not act rightly because we have virtue or excellence, but we rather have those because we have acted rightly. We are what we repeatedly do. Excellence, then, is not an act but a habit.”–Aristotle


    “If you are going to achieve excellence in big things, you develop the habit in little matters. Excellence is not an exception, it is a prevailing attitude.”–Charles R. Swindoll

    Desire is the key to motivation

      “Desire is the key to motivation, but it’s determination and commitment to an unrelenting pursuit of your goal — a commitment to excellence — that will enable you to attain the success you seek.”–Mario Andretti


      “The secret of joy in work is contained in one word – excellence. To know how to do something well is to enjoy it.”–Pearl Buck


      “The quality of a person’s life is in direct proportion to their commitment to excellence, regardless of their chosen field of endeavor.”–Vince Lombardi

      Quotes about Determination and Persistence

      Since every business or other endeavor is bound to hit some rough patches, it’s often a person’s level of determination and patience that brings about either success or failure. These positive quotes give you an extra boost of encouragement:

      “Enter every activity without giving mental recognition to the possibility of defeat. Concentrate on your strengths, instead of your weaknesses… on your powers, instead of your problems.”–Paul J. Meyer


      “Knowing trees, I understand the meaning of patience. Knowing grass, I can appreciate persistence.”–Hal Borland


      “Nothing in the world can take the place of Persistence. Talent will not; nothing is more common than unsuccessful men with talent. Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts. Persistence and determination alone are omnipotent. The slogan ‘Press On’ has solved and always will solve the problems of the human race.”–Calvin Coolidge

      quote-Thomas-Fuller-an-invincible-determination-can-accomplish-almost-anything-92190

        “An invincible determination can accomplish almost anything and in this lies the great distinction between great men and little men.”–Thomas Fuller

        Quotes about Leadership

        Whether you use it to engage your employees, to encourage teamwork or motivate others to follow your unique way of thinking, leadership is crucial. Take your leadership cues from these renowned leaders’ famous sayings:

        “The most dangerous leadership myth is that leaders are born — that there is a genetic factor to leadership. This myth asserts that people simply either have certain charismatic qualities or not. That’s nonsense; in fact, the opposite is true. Leaders are made rather than born.” –Warren G. Bennis


        “All of the great leaders have had one characteristic in common: it was the willingness to confront unequivocally the major anxiety of their people in their time. This, and not much else, is the essence of leadership.”–John Kenneth Galbraith

        Leadership is not magnetic personality

          “Leadership is not magnetic personality — that can just as well be a glib tongue. It is not ‘making friends and influencing people’ — that is flattery. Leadership is lifting a person’s vision to high sights, the raising of a person’s performance to a higher standard, the building of a personality beyond its normal limitations.”–Peter F. Drucker


          “The task of leadership is not to put greatness into people, but to elicit it, for the greatness is there already.”–John Buchan


          “High sentiments always win in the end. The leaders who offer blood, toil, tears and sweat always get more out of their followers than those who offer safety and a good time. When it comes to the pinch, human beings are heroic.”–George Orwell

          Quotes for Success

          Think of success as a holistic process – one which results from the combination of goal-setting, excellence, patience, determination and leadership you prioritize throughout your career. These highly successful people provide you with an excellent source of motivation:

          Advertising

          “Be patient with yourself. Self-growth is tender; it’s holy ground. There’s no greater investment.”–Stephen Covey


          “Believe in yourself! Have faith in your abilities! Without a humble but reasonable confidence in your own powers you cannot be successful or happy.”–Norman Vincent Peale

          Success is the ability to go from one failure to another with no loss of enthusiasm.

            “Success consists of going from failure to failure without loss of enthusiasm.”–Winston Churchill


            “Successful and unsuccessful people do not vary greatly in their abilities. They vary in their desires to reach their potential.”–John Maxwell


            “Would you like me to give you a formula for success? It’s quite simple, really. Double your rate of failure. You are thinking of failure as the enemy of success. But it isn’t at all. You can be discouraged by failure or you can learn from it, So go ahead and make mistakes. Make all you can. Because remember that’s where you will find success.”– Thomas J. Watson


            “The great successful men of the world have used their imagination.  They think ahead and create their mental picture in all its details, filling in here, adding a little there, altering this a bit and that a bit, but steadily building – steadily building.”–Robert Collier


            “It is a paradoxical but profoundly true and important principle of life that the most likely way to reach a goal is to be aiming not at that goal itself but at some more ambitious goal beyond it.”–Arnold Toynbee

            Sports Quotes for Athletes

            You don’t need to be a Michael Jordan-caliber athlete to draw inspiration from the following quotes. Even if you’re just a recreational player or someone who’s using sports as a means to get back in shape after long periods of inactivity, the following motivational sports quotes will encourage you:

            “My attitude is that if you push me towards something that you think is a weakness, then I will turn that perceived weakness into a strength.”–Michael Jordan


            “Pain is temporary. It may last a minute, or an hour, or a day, or a year, but eventually it will subside and something else will take its place. If I quit, however, it lasts forever.”–Lance Armstrong

            Strength does not come from winning. Your struggles develop your strengths.

              “Strength does not come from winning. Your struggles develop your strengths. When you go through hardships and decide not to surrender, that is strength.”–Arnold Schwarzenegger


              “I know what I have to do, and I’m going to do whatever it takes. If I do it, I’ll come out a winner, and it doesn’t matter what anyone else does.”–Florence Griffith Joyner


              “Every time you stay out late; every time you sleep in; every time you miss a workout; every time you don’t give 100% – You make it that much easier for me to beat you.”–Unknown


              “If you are hurt, whether in mind or body, don’t nurse your bruises. Get up and light-heartedly, courageously, good temperedly get ready for the next encounter. This is the only way to take life – this is also ‘playing’ the game!”–Emily Post


              “We must train from the inside out. Using our strengths to attack and nullify any weaknesses. It’s not about denying a weakness may exist but about denying its right to persist.”–Vince McConnell

              Quotes to Motivate Learning

              Committing yourself to pursuing knowledge in a single area is a tremendous endeavor – one that often seems overwhelming given the depth and breadth of information that’s available today. Keep the following motivational quotes in mind if you’re learning:

              “How far you go in life depends on your being tender with the young, compassionate with the aged, sympathetic with the striving and tolerant of the weak and the strong. Because someday in life you will have been all of these.”–George Washington Carver

              quote-William-Arthur-Ward-if-you-can-imagine-it-you-can-36189

                “If you can imagine it, you can achieve it; if you can dream it, you can become it.”–William Arthur Ward


                “It is the mark of an educated mind to be able to entertain a thought without accepting it.”– Aristotle


                “Success is not the key to happiness.Happiness is the key to success.If you love what you are doing, you will be successful.”–Albert Schweitzer


                “Wear your learning, like your watch, in a private pocket: and do not pull it out and strike it, merely to show that you have one.”–Philip Stanhope, 4th Earl of Chesterfield


                “He who asks is a fool for five minutes, but he who does not ask remains a fool forever.”–Chinese Proverb


                “Study while others are sleeping; work while others are loafing; prepare while others are playing; and dream while others are wishing.”–William Arthur Ward


                “Books can be dangerous. The best ones should be labeled ‘This could change your life’.”–Helen Exley


                “A book is like a garden carried in the pocket.”–Chinese Proverb

                All-Time Favorite Positive Quotes

                Finally, whatever your goals are in life, you can’t go wrong by taking the advice of the following famous motivational quotes:

                “Change your thoughts and you change your world.”–Norman Vincent Peale


                “Your time is limited, don’t waste it living someone else’s life. Don’t be trapped by dogma, which is living the result of other people’s thinking. Don’t let the noise of other’s opinion drowned your own inner voice. And most important, have the courage to follow your heart and intuition, they somehow already know what you truly want to become. Everything else is secondary.”–Steve Jobs


                “Nobody can go back and start a new beginning, but anyone can start today and make a new ending.”–Maria Robinson


                “Out of clutter, find Simplicity. From discord, find Harmony. In the middle of difficulty lies Opportunity.”–Albert Einstein


                “Yesterday is not ours to recover, but tomorrow is ours to win or lose.”–Lyndon Johnson

                If we did all the things we are capable of, we would literally astound ourselves.

                  “If we did all the things we are capable of, we would astound ourselves.”–Thomas Edison


                  “You miss 100% of the shots you don’t take.”–Wayne Gretzky


                  “Success is not final, failure is not fatal: it is the courage to continue that counts.”–Winston Churchill


                  “What lies behind us and what lies before us are tiny matters compared to what lies within us.”–Ralph Waldo Emerson

                  Final Thoughts

                  To use these motivational quotes effectively, find the one that speaks to you. Although all of the phrases listed above can be considered “motivational,” only you can decide which one resonates with you most directly.

                  Next, take the quote you’ve settled on and copy it onto small index cards or other pieces of paper that can be stored around your home and workspace.

                  If you’re creative, you can create inspiration boards, signs or other decorative displays featuring your favorite motivational quotes – really, though, the most important thing is that your chosen phrase be accessible in a variety of different places. This will make it easy to access and review whenever you feel your motivation slipping away.

                  More Inspiring Quotes

                  Featured photo credit: Kyle Glenn via unsplash.com

                  Read Next