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Increase Productivity With These Email Management Strategies

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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product-hiri-email-client

    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

    Online Blogger

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    Last Updated on March 25, 2020

    How to Set Ambitious Career Goals (With Examples)

    How to Set Ambitious Career Goals (With Examples)

    Taking your work to the next level means setting and keeping career goals. A career goal is a targeted objective that explains what you want your ultimate profession to be.

    Defining career goals is a critical step to achieving success. You need to know where you’re going in order to get there. Knowing what your career goals are isn’t just important for you–it’s important for potential employers too. The relationship between an employer and an employee works best when your goals for the future and their goals align. Saying, “Oh, I don’t know. I’ll do anything,” makes you seem indecisive, and opens you up to taking on ill-fitting tasks that won’t lead you to your dream life.

    Career goal templates’ one-size-fits-all approach won’t consider your unique goals and experiences. They won’t help you stand out, and they may not reflect your full potential.

    In this article, I’ll help you to define your career goals with SMART goal framework, and will provide you with a list of examples goals for work and career.

    How to Define Your Career Goal with SMART

    Instead of relying on a generalized framework to explain your vision, use a tried-and-true goal-setting model. SMART is an acronym for “Specific, Measurable, Action-oriented, Realistic with Timelines.”[1] The SMART framework demystifies goals by breaking them into smaller steps.

    Helpful hints when setting SMART career goals:

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    • Start with short-term goals first. Work on your short-term goals, and then progress the long-term interests.[2] Short-term goals are those things which take 1-3 years to complete. Long-term goals take 3-5 years to do. As you succeed in your short-term goals, that success should feed into accomplishing your long-term goals.
    • Be specific, but don’t overdo it. You need to define your career goals, but if you make them too specific, then they become unattainable. Instead of saying, “I want to be the next CEO of Apple, where I’ll create a billion-dollar product,” try something like, “My goal is to be the CEO of a successful company.”
    • Get clear on how you’re going to reach your goals. You should be able to explain the actions you’ll take to advance your career. If you can’t explain the steps, then you need to break your goal down into more manageable chunks.
    • Don’t be self-centered. Your work should not only help you advance, but it should also support the goals of your employer. If your goals differ too much, then it might be a sign that the job you’ve taken isn’t a good fit.

    If you want to learn more about setting SMART Goals, watch the video below to learn how you can set SMART career goals.

    After you’re clear on how to set SMART goals, you can use this framework to tackle other aspects of your work. For instance, you might set SMART goals to improve your performance review, look for a new job, or shift your focus to a different career.

    We’ll cover examples of ways to use SMART goals to meet short-term career goals in the next section.

    Why You Need an Individual Development Plan

    Setting goals is one part of the larger formula for success. You may know what you want to do, but you also have to figure out what skills you have, what you lack, and where your greatest strengths and weaknesses are.

    One of the best ways to understand your capabilities is by using the Science Careers Individual Development Plan skills assessment. It’s free, and all you need to do is register an account and take a few assessments.

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    These assessments will help you determine if your career goals are realistic. You’ll come away with a better understanding of your unique talents and skill-sets. You may decide to change some of your career goals or alter your timeline based on what you learn.

    40 Examples of Goals for Work & Career

    All this talk of goal-setting and self-assessment may sound great in theory, but perhaps you need some inspiration to figure out what your goals should be.

    For Changing a Job

    1. Attend more networking events and make new contacts.
    2. Achieve a promotion to __________ position.
    3. Get a raise.
    4. Plan and take a vacation this year.
    5. Agree to take on new responsibilities.
    6. Develop meaningful relationships with your coworkers and clients.
    7. Ask for feedback on a regular basis.
    8. Learn how to say, “No,” when you are asked to take on too much.
    9. Delegate tasks that you no longer need to be responsible for.
    10. Strive to be in a leadership role in __ number of years.

    For Switching Career Path

    1. Pick up and learn a new skill.
    2. Find a mentor.
    3. Become a volunteer in the field that interests you.
    4. Commit to getting training or going back to school.
    5. Read the most recent books related to your field.
    6. Decide whether you are happy with your work-life balance and make changes if necessary. [3]
    7. Plan what steps you need to take to change careers.[4]
    8. Compile a list of people who could be character references or submit recommendations.
    9. Commit to making __ number of new contacts in the field this year.
    10. Create a financial plan.

    For Getting a Promotion

    1. Reduce business expenses by a certain percentage.
    2. Stop micromanaging your team members.
    3. Become a mentor.
    4. Brainstorm ways that you could improve your productivity and efficiency at work
    5. Seek a new training opportunity to address a weakness.[5]
    6. Find a way to organize your work space.[6]
    7. Seek feedback from a boss or trusted coworker every week/ month/ quarter.
    8. Become a better communicator.
    9. Find new ways to be a team player.
    10. Learn how to reduce work hours without compromising productivity.

    For Acing a Job Interview

    1. Identify personal boundaries at work and know what you should do to make your day more productive and manageable.
    2. Identify steps to create a professional image for yourself.
    3. Go after the career of your dreams to find work that does not feel like a job.
    4. Look for a place to pursue your interest and apply your knowledge and skills.
    5. Find a new way to collaborate with experts in your field.
    6. Identify opportunities to observe others working in the career you want.
    7. Become more creative and break out of your comfort zone.
    8. Ask to be trained more relevant skills for your work.
    9. Ask for opportunities to explore the field and widen your horizon
    10. Set your eye on a specific award at work and go for it.

    Career Goal Setting FAQs

    I’m sure you still have some questions about setting your own career goals, so here I’m listing out the most commonly asked questions about career goals.

    1. What if I’m not sure what I want my career to be?

    If you’re uncertain, be honest about it. Let the employer know as much as you know about what you want to do. Express your willingness to use your strengths to contribute to the company. When you take this approach, back up your claim with some examples.

    If you’re not even sure where to begin with your career, check out this guide:

    How to Find Your Ideal Career Path Without Wasting Time on Jobs Not Suitable for You

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    2. Is it okay to lie about my career goals?

    Lying to potential employers is bound to end in disaster. In the interview, a lie can make you look foolish because you won’t know how to answer follow up questions.

    Even if you think your career goal may not precisely align with the employer’s expectations for a long-term hire, be open and honest. There’s probably more common ground than they realize, and it’s up to you to bridge any gaps in expectations.

    Being honest and explaining these connections shows your employer that you’ve put a lot of thought into this application. You aren’t just telling them what they want to hear.

    3. Is it better to have an ambitious goal, or should I play it safe?

    You should have a goal that challenges you, but SMART goals are always reasonable. If you put forth a goal that is way beyond your capabilities, you will seem naive. Making your goals too easy shows a lack of motivation.

    Employers want new hires who are able to self-reflect and are willing to take on challenges.

    4. Can I have several career goals?

    It’s best to have one clearly-defined career goal and stick with it. (Of course, you can still have goals in other areas of your life.) Having a single career goal shows that you’re capable of focusing, and it shows that you like to accomplish what you set out to do.

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    On the other hand, you might have multiple related career goals. This could mean that you have short-term goals that dovetail into your ultimate long-term career goal. You might also have several smaller goals that feed into a single purpose.

    For example, if you want to become a lawyer, you might become a paralegal and attend law school at the same time. If you want to be a school administrator, you might have initial goals of being a classroom teacher and studying education policy. In both cases, these temporary jobs and the extra education help you reach your ultimate goal.

    Summary

    You’ll have to devote some time to setting career goals, but you’ll be so much more successful with some direction. Remember to:

    • Set SMART goals. SMART goals are Specific, Measurable, Action-oriented, and Realistic with Timelines. When you set goals with these things in mind, you are likely to achieve the outcomes you want.
    • Have short-term and long-term goals. Short-term career goals can be completed in 1-3 years, while long-term goals will take 3-5 years to finish. Your short-term goals should set you up to accomplish your long-term goals.
    • Assess your capabilities by coming up with an Individual Development Plan. Knowing how to set goals won’t help you if you don’t know yourself. Understand what your strengths and weaknesses are by taking some self-assessments.
    • Choose goals that are appropriate to your ultimate aims. Your career goals should be relevant to one another. If they aren’t, then you may need to narrow your focus. Your goals should match the type of job that you want and the quality of life that you want to lead.
    • Be clear about your goals with potential employers. Always be honest with potential employers about what you want to do with your life. If your goals differ from the company’s objectives, find a way bridge the gap between what you want for yourself and what your employer expects.

    By doing goal-setting work now, you’ll be able to make conscious choices on your career path. You can always adjust your plan if things change for you, but the key is to give yourself a road map for success.

    More Tips About Setting Work Goals

    Featured photo credit: Tyler Franta via unsplash.com

    Reference

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