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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

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

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    Last Updated on August 10, 2020

    10 Things You Should Do If You’re Unemployed

    10 Things You Should Do If You’re Unemployed

    Regardless of your background, times today are tough. While uneven economies around the world have made it incredibly difficult for many people to find work, the recent COVID pandemic has made things worse.

    Regardless of age and qualification, stretches of unemployment have affected us all in recent years. While we might not be able to control being unemployed, we can control how we react to it.

    Despite difficult conditions, there are many ways to grow and stay hopeful. Whether you’re looking for work, or just taking a breather between assignments, these 10 endeavors will keep you busy and productive. Plus, some may even help push your resume to the top of the next pile.

    Here’re 10 things you should do when you’re unemployed:

    1. Keep a Schedule

    It’s fine to take a few days after you’re finished at work to relax, but try not to get too comfortable.

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    As welcoming as permanently moving into your sweatpants may seem, keeping a schedule is one way to stay productive and focused. While unemployed, if you continue to start your day early, you are more likely to get more done. Also, keeping up with day to day tasks makes you less likely to grow depressed or inactive.

    2. Join a Temp Agency

    One of the easiest ways to bridge the gap between jobs is to find temporary work, or work with a temp agency. While many unemployed people job hunt religiously, rememberer to include temp agencies in the search.

    While not a permanent solution, you will be in a better position financially while you search for something permanent.

    3. Work Online

    Another great option if you’re unemployed is online work. Many different sites offer a variety of ways to make money online, but make sure the site you’re working for is reputable.

    Micro job sites such as Fiverr and Upwork as well as sites that pay for you to take surveys, are all quick, legitimate options. While these sites sometimes offer lower pay, it’s always better to move forward slowly than not at all.

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    Here’s How to Find and Land a Legit Online Work from Home Job.

    4. Get Organized

    Unemployment is an excellent opportunity to get organized. Embark on some spring cleaning, go through old boxes, and get rid of the things you don’t need. Streamlining your life will help you dive head first into the next chapter, plus it helps you feel like your unemployed time is spent productively.

    Try these tips: How to Organize Your Life: 10 Habits of Really Organized People

    5. Exercise

    Much like organizing your life, another good way to keep yourself enthusiastic and healthy is to exercise. It doesn’t take much to get slightly more active, and exercise can help you stay positive. Even a walk around the block a few times a week can do a lot for keeping you motivated and determined. If you take care of yourself, you can make the most of this extra time.

    6. Volunteer

    Volunteering is an excellent way to use extra time when you’re unemployed. Additionally, if you volunteer in an area related to your job qualifications, you can often include the experience on your resume.

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    Not only that, doing good is a true mood booster and is sure to help you stay optimistic while looking for your next job.

    7. Improve Your Skills

    Looking for ways to increase your job skills while unemployed is a good way to move forward as well. Look for certifications or training you could take, especially those offered for free.

    You can qualify more for even entry level positions with extra training in your line of work, and many cities or states offer job skills training. Refreshing your resume, and interview and job skills may make your job hunt easier.

    8. Treat Yourself

    Unemployment can be trying and tiring, so don’t forget to treat yourself occasionally. Take a reasonable amount of time off from your weekly job hunt to recharge and rest up. Letting yourself rest will maximize your productivity during the hours you job search.

    Even if you don’t have extra money for entertainment, a walk or visit to the park can do wonders to help you go back and attack your job hunt.

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    9. See What You Can Sell

    Another good way to bridge the gap between jobs is to sell unused possessions. eBay and Amazon are both secure sites, but traditional garage sales are a fine option too. Sell off a few video games, or some electronics, for some quick and easy cash while you figure out a permanent solution.

    10. Take a Course

    Much like training and certifications, taking a class can be a good way to keep yourself sharp while unemployed. Especially when you’re between jobs, it can be easy to forget this option, as most courses cost money. Don’t forget the mass of free educational tools online: 25 Killer Sites For Free Online Education

    Keeping your brain sharp can help you stay focused and may even help you learn some new, relevant job skills.

    The Bottom Line

    While unemployment numbers are still high, there are many things you can do to better yourself and move forward. While new skills to aid your job hung might seem out of reach, there are plenty of free ways to get ahead, online and off.

    Additionally, don’t forget that taking time for yourself can do wonders for keeping you productive in your job hunt. While it is a challenge, don’t give up–being unemployed can offer you extra time to better yourself, and possibly grow more qualified to find work.

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    Featured photo credit: neONBRAND via unsplash.com

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