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Increase Productivity With These Email Management Strategies

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Increase Productivity With These Email Management Strategies

I’ll never argue with the power of email marketing, and what it can do for your business. Did you know using Gmail.com, Hotmail.com, and Outlook is a form of email marketing? This was a question asked by the top bloggers, and they all agreed that as soon as you send an email message with a specific purpose, you are marketing something or another. It doesn’t matter if you’re arranging an event, a get together with friends for Christmas, or trying to close a deal with a client because these are all forms of email marketing.

What energizes me is how big email has become over the last 20 years. I remember before sending a message would require a trip to the post office, however now it’s booting up your computer or unlocking your mobile phone. We all must agree that email has changed the way the entire world communicates with each other…right?

However, even though email messaging has provided us with better communication, we still run into problems. We have a hard time managing every message that enters our inbox. For example, I’ll get up in the morning with 100 emails that I must skim through. I’ll have to segment which ones are important, and which ones I can discard as spam. This takes enormous work so I’m always searching for better ways to organize my inbox. If I don’t, it’ll cut into my productivity slowing down my entire day.

So far, I’ve utilized some cool productivity hacks to incorporate with my email management which has helped. Recently I uncovered a few more which I’ll like to outline for you today.

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Marking Emails Unread

Over the years, I’ve been using the “marked as unread” button more than before, and it has helped the way I respond to emails. One of the most time-consuming things about email is trying to locate the ones you must respond to. I’ll read an email and want to respond to it later simply because I have a meeting or another engagement. However, by the time I open my inbox, I’ll have another 50 emails so will skim through looking for the “important” email I forget to reply to before.

I started to mark these emails as “unread” because they are easy to find when I’m back at work and want to reply to these messages. I simply select the locate unread messages, and these important ones will pop-up.

Stick to a Routine

I treat my email inbox like my daily exercise routine – twice a day. I only check and respond to emails twice a day at a specific time. The other times I’m dedicated to my work, not losing focus no matter what because I have a business to run.

I’ll admit getting into a solid routine is tough especially when you have a habit of checking emails every 5 minutes. It doesn’t help that you have access to your email through your mobile phone. With mobile phones, it’s an easy fix because you don’t have to setup your email client, but getting out of the “5-minute email checking habit” can be tough taking discipline to knock off.

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Start small and build yourself up to a routine suitable for you. When I started, I went from checking email messages 10 times to 8, then 6,5,3 and now 2 times only.

Hire Someone to Help

This can get expensive however if you have money to burn, you should hire someone to organize your inbox. I’ll admit many private firms frown on such a practice, but if you don’t have anything to hide, it’s something you should consider. This person will be responsible for cleaning up your inbox, forwarding very important emails, removing spam, and even replying. However, as mentioned it can get very expensive, but you’ll save a lot of time and increase productivity too.

Try it out and be clear about what you expect from the email secretary.

Acknowledge Receipt

I’ll admit I’m guilty of this because when someone doesn’t acknowledge they’ve received my email, I’ll keep writing to them trying to get a follow-up. You’ll be surprised how a simple acknowledgment of receipt will lower emails, and increase productivity. You’ll have fewer people hounding you for a response giving you more time to focus on the task at hand. If you have someone helping you manage your inbox, then the job of acknowledgment just got easier.

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Email Applications

Technology has changed the way we communicate, and applications have changed the way we organize our email inbox. Over the years, I have worked with several clients who are using smart apps to manage their email messages. For example, you have yesware which will notify you when someone has read your email. This allows you to plan before the reply, making you more efficient with your response.

You also have a neat application Hiri.com which provides a whole handful of features. Here are just a few:

  • Manage calendars, tasks, and contacts.
  • Emails and tasks side by side.
  • Segment what you need to do and what you need to know about. This way you focus on the emails or tasks that require completion.
  • Have other users under your application, and delegate an email task to them.
  • Time how often you want to check email messages. You have a remainder telling you not to check emails so often allowing you to be more productive.
  • Power search.
  • Security and safety features.
  • Free for up to 10 users.

These are just a few examples of how powerful some applications truly are and how they can help with your productivity.

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    Create Folders and Filters

    If you are not using folders and filters with your current email application, then you’re wasting enormous time. I have filters setup that segment messages as they arrive. They’ll be placed into folders I’ve designed based solely on importance. Each time I log in, I’ll check the important folder right away and give these emails priority. I also have folders for lower priority messages which can wait for a reply from me.

    Start to manage your inbox and save enormous time going forward. With so many resources available, you can learn what strategies to apply almost immediately. You also have applications for free which you can use to assist you along the way. If you need to add filters and create folders then take initiative right now and put them into place.

    Featured photo credit: http://blog.evercondo.com/ via blog.evercondo.com

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    Rizvan Ullah

    Rizvan is the founder of CareerCrawlers. He shares career and motivational advice on Lifehack.

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    Last Updated on August 25, 2021

    Why Personal Branding Is Important to Your Career

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    Why Personal Branding Is Important to Your Career

    As a recruiter, I have met and interviewed hundreds of candidates who have no idea who they are.

    Without a personal brand, candidates struggle to answer the question: “tell me about yourself—who are you?” They have no idea about who they are, what their strengths are, and how they can add value to the company. They present their CV’s believing that their CV is the key to their career success. In some ways, your CV still has its use. However, in today’s job market, you need more than a CV to stand out in a crowd.

    According to Celinne Da Costa:[1]

    “Personal brand is essentially your golden ticket to networking with the right people, getting hired for a dream job, or building an influential business.” She believes that “a strong personal brand allows you to stand out in an oversaturated marketplace by exposing desired audiences to your vision, skillset, and personality in a way that is strategically aligned with your career goals.”

    A personal brand opens up your world to so many more career opportunities that you would never have been exposed to with just your CV.

    What Is Your Personal Brand?

    “Personal branding is how you distinctively market your uniqueness.” —Bernard Kelvin Clive

    Today, the job market is very competitive and tough. Having a great CV will only let you go so far because everyone has a CV, but no one else has your distinct personal brand! It is your personal brand that differentiates you from everyone else and that is what people buy—you.

    Your personal brand is your mark on the world. It is how people you interact with and the world see you. It is your legacy—it is more important than a business brand because your personal brand lasts forever.

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    I have coached people who have very successful careers, and they come to me because they have suddenly found that they are not getting the opportunities or having the conversations that would them to their next role. They are having what I call a “career meltdown,” all because they have no personal brand.

    A personal brand helps you become conscious of your differences and your uniqueness. It allows you to position yourself in a way that makes you stand out from the pack, especially among other potential job applicants.

    Don’t get me wrong, having a great CV and a great LinkedIn profile is important. However, there are a few steps that you have to take to have a CV and LinkedIn profile that is aligned to who you are, the value you offer to the market, and the personal guarantee that you deliver results.

    Building your personal brand is about strategically, creatively, and professionally presenting what makes you, you. Knowing who you are and the value you bring to the table enables you to be more informed, agile, and adaptable to the changing dynamic world of work. This is how you can avoid having a series of career meltdowns.

    Your Personal Brand Is Essential for Your Career Success

    In her article, Why Personal Branding Is More Important Than Ever, Caroline Castrillon outlines key reasons why a personal brand is essential for career success.

    According to Castrillon,[2]

    “One reason is that it is more popular for recruiters to use social media during the interview process. According to a 2018 CareerBuilder survey, 70% of employers use social media to screen candidates during the hiring process, and 43% of employers use social media to check on current employees.”

    The first thing I do as a recruiter when I want to check out a candidate or coaching client is to look them up on LinkedIn or other social media platforms, such as Facebook, Instagram, and Twitter. Your digital footprint is the window that highlights to the world who you are. When you have no control over how you want to be seen, you are making a big mistake because you are leaving it up to someone else to make a judgment for you as to who you are.

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    As Jeff Bezos, the founder of Amazon, once said, “Your brand is what people say about you when you are not in the room.”

    In her book, Becoming, Michelle Obama writes about the importance of having a personal brand and her journey to defining her personal brand. She wrote that:

    “if you don’t get out there and define yourself, you’ll be quickly and inaccurately defined by others.”

    When you have a personal brand, you are in control. You know exactly what people will say about you when you leave the room.

    The magic of a personal brand is that gives you control over how you want to be seen in the world. Your confidence and self-belief enable you to leverage opportunities and make informed decisions about your career and your future. You no longer experience the frustrations of a career meltdown or being at a crossroads not knowing what to do next with your career or your life. With a personal brand, you have focus, clarity, and a strategy to move forward toward future success.

    Creating your personal brand does not happen overnight. It takes a lot of work and self-reflection. You will be expected to step outside of your comfort zone not once, but many times.

    The good news is that the more time you spend outside of your comfort zone, the more you will like being there. Being outside of your comfort zone is where you can test the viability of and fine-tune your personal brand.

    5 Key Steps to Creating Your Personal Brand

    These five steps will help you create a personal brand that will deliver you the results you desire with your career and in life.

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    1. Set Your Personal Goals

    What is it that you want to do in the next five years? What will your future self be doing in the next five to ten years? What is important to you? If you can answer these questions, then you are on the right path. If not, then you have to start thinking about them.

    2. Create Your Unique Value Proposition

    Create your unique value proposition by asking yourself these four questions:

    1. What are your personality features? What benefit do you offer people?
    2. Who are you and why do people enjoy working with you?
    3. What do you do and what do people want you to do for them? How do you solve their problems?
    4. What makes you different from others like you?

    The answers to these questions will give you the information you need to create your professional story, which is the key step to creating your personal brand.

    3. Write Your Professional Story

    Knowing who you are, what you want, and the unique value you offer is essential to you creating your professional story. People remember stories. Your personal story incorporates your value proposition and tells people who you are and what makes you unique. This is what people will remember about you.

    4. Determine Which Platforms Will Support Your Personal Brand

    Decide which social media accounts and online platforms will best represent your brand and allow you to share your voice. In a professional capacity, having a LinkedIn profile and a CV that reflects your brand is key to your positioning in relation to role opportunities. People will be connecting with you because they will like the story you are telling.

    5. Become Recognized for Sharing Your Knowledge and Expertise

    A great way for you to promote yourself is by sharing knowledge and helping others. This is where you prove you know your stuff and you gain exposure for doing so. You can do this through social media, writing, commenting, video, joining professional groups, networking, etc. Find your own style and uniqueness and use it to attract clients, the opportunities, or the jobs you desire.

    The importance of having a personal brand is not going to go away. In fact, it is the only way where you can stand out and be unique in a complex changing world of work. If you don’t have a personal brand, someone will do it for you. If you let this happen, you have no control and you may not like the story they create.

    Standing out from others takes time and investment. Most people cannot make the change by themselves, and this is where engaging a personal brand coach is a viable option to consider.

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    As a personal brand coach, working with my clients to create their personal brand is my passion. I love the fact that we can work together to create a personal story that defines exactly what people will say when you leave the room.

    Other People’s Stories

    Listening to other people’s stories is a great way to learn. In his article, 7 TED Talks About Personal Branding, Rafael Dos Santos presents the best Ted Talks where speakers share their stories about the “why,” “what,” and “how” of personal branding.((GuidedPR: 7 TED Talks About Personal Branding))

    Take some time out to listen to these speakers sharing their stories and thoughts about personal branding. You will definitely learn so much about how you can start your journey of defining yourself and taking control of your professional and personal life.

    Your personal brand, without a doubt, is your secret weapon to your career success. As Michelle Obama said,

    “your story is what you have, what you will always have. It is something to own.”

    So, go own your story. Go on the journey to create your personal brand that defines who you are, highlights your uniqueness, and the value you offer to the world.

    Featured photo credit: Austin Distel via unsplash.com

    Reference

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