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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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    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 November 5, 2019

    How to Use Visual Learning to Work More Effectively

    How to Use Visual Learning to Work More Effectively

    Knowledge is essential to become successful in life, your career and your business. Without learning new concepts and becoming proficient in our craft, we cannot excel in our chosen careers or archive knowledge to pass down to the next generation.

    But content comes in various forms, and because how we learn influences how much we know, we need to talk about learning styles. This article will focus on how to utilize visual learning to boost your career or business.

    The Importance of Knowing Your Learning Style

    Knowing your learning style enables you to process new information to the best of your ability. Not only does it reduce your learning curve, you’re able to communicate these same concepts to others effectively.

    But it all starts when you’re able to first identify the best way you learn.

    As a college student, I soon figured out that taking online courses without visual aids or having an instructor in front of me led to poor retention of concepts.

    Sure, I got good grades and performed excellently in my online exams. However. I discovered that I couldn’t maintain this performance level because I forgot 80 percent of the course content by the end of the semester.

    There are several types of learning styles known to mankind. To give an idea of how visual learning stacks up against other learning styles, here’s a brief mention of some of the different types of learning styles we have.

    The four most popular types of learning styles are:

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    • Visual learning style (what this article talks about).
    • Aural or auditory learning style (learning by listening to information presented).
    • Verbal or linguistic learning style (learning that involves speech and writing).
    • Tactile learning style (learning by touching and doing)

    But for the purposes of this article, we will be focusing on using visual learning to boost your career or business.

    How to Know If You’re a Visual Learner?

    When it comes to boosting your career, business (or education), a visual learner is one who would most definitely choose shapes, images, symbols, or reading over auditory messages.

    I’m talking about preferring to read an actual map when navigating to a new place over listening to verbal directions. I’m talking about discovering that you actually have trouble remembering what your manager said at the meeting because there were no graphs or illustrations to support the points raised.

    Most people who struggle with learning probably aren’t leveraging their best learning styles. The earlier you identify how your learning style can boost your success, the less struggle you will encounter with processing new information throughout your career.

    However, visual learning in particular CAN 10x your career or business whether it is your preferred learning style or not. And here’s why:

    Several studies have arrived at the conclusion that the brain retains more information with the help of visual aids. In other words, images are directly processed by our long-term memory which helps us store information for longer periods of time.[1]

    While some lessons can be performed orally, several concepts can only make sense if you have an image with an explanation of sequences (i.e learning about the human DNA).

    Visual learning does use a different part of the brain and visual cues are processed by the part of the brain known as the occipital lobe.

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    By engaging more parts of the brain during learning, you’re able to have a fuller understanding of concepts and facilitate better interaction with your immediate environment.

    How to Use Visual Learning for Success

    Here’re 4 ways to use visual learning to boost your career or business:

    1. Bring back the to-do list. Then add shapes and colors to boost productivity.

    We live in an age where computers have taken over virtually every aspect of productivity and most human functions. But written lists are making a comeback, and with an endless number of important tasks to complete, having a to-do list of tasks in order of importance can improve your productivity.

    While coming up with a list is initially challenging, adding colors and shapes to written lists that you personally write and manage gives you an extra layer of assurance and boosts aids recall so that you actually get stuff done.

    I have tried this technique in my work as a registered nurse and discovered that adding shapes and colors to to-do lists helps me delegate tasks, recognize where more work is needed, and makes it easy to cross off completed tasks at the end of the day.

    2. Add graphs, charts and symbols to your reports.

    Yes, it seems like more work cut out for you. However, graphs enable you monitor the heartbeat of your business.

    Graphs and charts help you trend your finances, budget, and pretty much any data overtime. With the help of free and premium software available on the market, it has become easier to take plain data and in a matter of seconds, have relevant information displayed in different shapes and images.

    As an entrepreneur, you can make predictions and allocate funds wisely when you’re able to see whether your efforts are rewarded. You can use colors and charts to delegate actions to members of your team and track performance at the same time.

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    And when broken down into monthly, quarterly, bi-annual or annual goals, graphs and charts communicate what ordinary text cannot.

    3. Effectively brainstorm with mind-mapping.

    Mind-mapping is not new but I don’t think it’s been talked about as often as we do to-do lists.

    With mind mapping, you’re organizing information accurately and drawing relationships between concepts and pieces from a whole.

    Think of a mind map as a tree with several branches. For example, the tree can symbolize healthcare while each branch stands for nursing, medicine, laboratory science, and so on. When you look at nursing, you can further branch out into types of nursing; pediatric, women’s health, critical care, and so on.

    It’s an interesting relationship; the more ideas you’re able to come up with for your chosen subject, the deeper you get and the stronger the association.

    Mind maps really show you relationships between subjects and topics, and simplifies processes that might seem complicated at first glance. In a way, it is like a graphical representation of facts presented in a simple, visual format.

    Mind mapping isn’t only limited to career professionals; business owners can benefit from mind mapping by organizing their online learning activities and breaking down complex tasks into simple actions so that you can accurately measure productivity.

    4. Add video streaming to meetings.

    What if you could double the productivity of your team members by video streaming your meetings or adding flash animation to your presentation at the same time?

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    When you offer video as an alternative method of processing information to colleagues, there is a greater chance of retaining information because we recreate these stories into images in our minds.

    For organizations that hold virtual meetings, it can also be an effective way to enhance performance during if people can see their colleagues in addition to flash animation or whatever form of video is provided during the meeting.

    Is Visual Learning Better Than Other Learning Styles?

    No, that is not the point. The goal here is to supplement your existing dominant learning style with visual learning so that you can experience a significant boost in how you process and use everyday information.

    You might discover that understanding scientific concepts are much easier after incorporating visual learning or that you’re able to understand your organization’s value when projected on a visual screen with charts and graphs.

    The overall goal is to always be learning and to continue to leverage visual learning style in your career and business.

    More About Learning Styles

    Featured photo credit: Unsplash via unsplash.com

    Reference

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