Advertising
Advertising

7 tips of handling your Emails without feeling overwhelmed

7 tips of handling your Emails without feeling overwhelmed

Our lifehack.org reader, Roman Rytov asks an interesting question on email management. Roman starts with an example from David Lorentzo where David has gone to the extreme and plans to delete all of the cc’ed emails in his inbox:

Hi folks,

Wonder what your opinion on the matter is.

David Lorentzo suggests getting rid of a Blackberry and delete immediately emails where he’s simply CC-ed as means of taming the email monster. I feel it’s too drastic and impractical and contemplate on possible solutions on the existing problem of email overload

How do you manage your hundreds of emails? Would you mind to comment or post your own recipe of success?

Thanks,

Roman Rytov

I think because we are in 21st century, it is normal that everyone has hundreds of emails daily – and I am not an exception. The amount of emails mean that people are moving their communication channels to email. Once in a while I feel overwhelmed with emails, but most of the time my inbox is manageable. I do not feel the technology of email gives us trouble – it is a very productive tools if you (and other people) use it correctly.

Emails that are cc’ed to you are similar to other emails, and I consider those are not as important as the ones sending to you directly. In here, I will put cc’ed emails into factors and introduce seven tips that I setup and use daily to overcome the flood to my inbox:

Advertising

  • Use filtering and use it extensively. I filter everything except emails which are sent to me directly. Yes, filter all of your organization memos; filter all your mailing list emails; filter all your emails which are cc’ed to you. This way they cannot clutter your Inbox and you can choose to not read them. In regards to the email server setup: The organization that I work for uses a IMAP server with a server-side filtering system – after I setup the filters, everything will be in folders already, no matter which email client I use.
  • Filter specific sender out from the inbox. Have you identified someone who like to send/forward you emails regardless if the material is relevant to you or not? Blacklist them by filter them out into a special folder. You don’t want to read them immediately.
  • Schedule fixed time to review the folders. Ask yourself a question – if you are not reading the email in X hours, can you still perform your work? If you can, then schedule your email folders review in max X hours. Especially with cc’ed and memos, you are being informed, and you are not obligated to reply the sender. Pace your time and get informed with the emails only if you have a chance.
  • Read emails as a thread. An universal rules: If an email has more to: and cc: recipients, it attracts more replies. When you view them as a thread, you can get the information and conversation at once.
  • Don’t answer every emails, especially if you’re cc’ed. I think reading email does not require a lot of time – the time usually being used when I need to reply the email. I need to think, I need to write, I need to review. So don’t reply except you really need to. If you are cc’ed, by the logic you are only being informed.
  • If you cannot reply the email immediately, move it to a @Reply folder. After you read an email, you need to reply the sender but you cannot do it right now – why not flag it by moving to a different folder. At that point of time, you already filtered the email in your mind. If you do not act on it by moving it into a different folder (such as @Reply), you need to come back and differentiate what you need to reply with other emails – you will spend double of the time on mind-filtering it again.
  • If you cannot read the email immediately, move it to @Read folder. Similar reason as the previous tip, if you read briefly and you’ve declared an email as a “read-later” type of email. Don’t mind-filter it again, do a manual filtering by moving it into a @Read folder, and then schedule a reading time on that folder and read it all at once.

I hope these tips from my still-improving email system can help you in some ways. Of course some tips may suitable to you – some may not. But if you have something that works for you already, please comment here to help others!

More by this author

Leon Ho

Founder of Lifehack

Book summary: A Technique for Producing Ideas 10 Ways to Extend Laptop Battery Life Bob Parsons on His 16 Rules for Survival Free note taking templates and techniques Fifty Essential Topics on Economics

Trending in Communication

1 How to Fight Your Irrational Fears and Stay Strong 2 5 Simple Steps to Cultivate a Positive Mental Attitude 3 The 5 Most Important Things in Life You’ll Regret Not Pursuing 4 Why Does Life Suck So Bad Sometimes? (And How to Fix It) 5 Why You’re Feeling Empty and How to Fill the Void

Read Next

Advertising
Advertising
Advertising

Last Updated on November 4, 2020

15 Simple Ways To Make Self Improvement That Will Change Your Life

15 Simple Ways To Make Self Improvement That Will Change Your Life

Self-improvement doesn’t have to be big mind-blowing changes; it can actually be simple steps to improve upon what you already have to get you where you want to be.  However, what you will need is consistency, determination and wiliness to try some things that will stretch and challenge you.

Rather than setting your sights way off into the future, which leaves you feeling like you’ll never make it, you can start following these simple and effective self-improvement steps today.  So if you want to make an immediate impact on your life and are willing to take action, then keep reading— you’ll going to love these!

1. Be willing to work hard.

As with anything in life, if you want something, you’ve got to work hard to get it.  This doesn’t mean you burn the candle at both ends, leaving you exhausted and leaving your personal life in ruins.  It merely means that when you want something badly enough, you’ll put in the time to get there.  Action is what’s important here and the more ‘inspired’ the action is, the better the results in the end.

2. Make sure you have friends who you can talk to.

Sharing the load is important as with any self-improvement. If you can communicate with others and get feedback on how you are doing then that’s great.  We all need ‘cheerleaders’ in our corner to keep us going when times get hard, but you also need to have people who will tell you how it is even when you don’t want to hear it.  So make sure you have a good support network around you, especially those people whose opinions you respect.

Advertising

3. Adapt to your circumstances rather than over-thinking them.

Sometimes, we can hit a hard period. Perhaps you’ve lost your job or your partner has left you.  Instead of over analyzing the situation, learn to adapt to your circumstances and accept them as they are.  It’s not about making your circumstances into some kind of a drama; remember, what you focus on expands which means you’ll get more of it.  You then don’t become your problems and you’ll feel a lot less burdened by them.

4. Ensure that you use your time wisely.

Time is of the essence, some might say; whilst others will say that time is an illusion.  One thing we do know is that you have one life on this planet, so how you use that time is of the utmost importance.  So how can you use your time wisely? Only you know how to do that, but look at how you currently spend your days: do you sit working all day, get home, eat and then sit slumped in front of the TV for the rest of the evening?  Your time on this earth is precious, so isn’t it time to make use of the time you have left? Try something new, go for a walk, learn a new language or meditate but make sure it’s something you absolutely love.

5. Always be consistent.

A wonderful way to self-improvement is to make changes to how you do things.  For example, with your friends, are you always the unreliable one who bows out of an arrangement just before it happens? Or are you someone who starts a new exercise routine and then stops doing it 3 weeks into it?  Whatever it is and whatever you do, always be consistent. When you make a commitment, stick to it. It will improve your life immeasurably you’ll feel more confident and happier with yourself, especially because you’ll know that whatever you tackle, you’ll be able to consistently do it!

6. Go and find your happy place.

No, I’m not saying “place” as in popping to your local bar or restaurant and gorging yourself on your favorite drinks or food. What I’m saying is to find out what you love to do, what makes you happy and go there.  Your happy place is a place where you find peace, where you lose yourself and feel contented.  Meditation is a great way to find your happy place; it brings you back to you and ensures that you are always living in the present moment.

Advertising

7. Make sure you embrace all your emotions.

In life you are going to find that it throws you some difficult challenges, sometimes it will bring out your fears and lead you into uncertainty, and other times it will be joyful.  It’s important to embrace all emotions that come up in your life, embrace them wholeheartedly and understand why they are there and then let them go.  Try not to dismiss or resist them because remember “what you resist, persists,” so embrace them each and every time.

8. Always be prepared to step out of your comfort zone.

The idea of stepping out of your comfort zone for some people can leave you paralyzed with fear; however for any changing in your life, your comfort zone will always have to be stepped out of.  It doesn’t have to be something big, like doing a sky-dive or something just as crazy. However, it’s worthwhile to change something that you’d once have feared, like going to the cinema on your own or eating at a sushi restaurant when the thought of trying raw fish which would normally mean you running for the hills.

So try something new—it doesn’t have to be wacky, but it has to challenge you!

9. Be on hand to help others.

Whether it’s helping a stranger on the street or a family member or a friend helping someone else either in their time of need, lending a helping hand is a wonderful and simple self-improvement to make.  Giving to others is not only beneficial to those you are helping but also to yourself; it can give you a sense of purpose, of contribution and also takes your mind of your own troubles and worries.

Advertising

10. Live in the present moment.

A wonderful self-improvement tool is to live in the present moment, to live in the now.  It is within this moment that you’ll appreciate all that you have and see the beauty in the simplest of things.  Being mindful of your current circumstances and bringing your mind back to where it belongs will bring about a happier way of life instead of constant worry or stressing about the past or future—both of which do not exist. Only the present moment exists. When you get used to living that way, you’ll never want to go back!

11. Learn something new.

There is nothing so liberating as learning something new; it can lift both your confidence and self-esteem and give you a great reason to meet new people.  If you continually top up your brain activity by learning something new all the time, you’ll feel on top of your game and want to share the knowledge you have learned. There is nothing quite so empowering as learning a new tool in life that can either improve your circle of friends or raise confidence levels—or both!

Reading is also a great way to help you learn something new:

12. Exercise daily.

This seems an obvious one, but exercise is so important not only to your health but also to your spirit.  We all know that after exercise, the world can feel a brighter and more positive place, so why don’t we do it more often?  Exercise isn’t about getting the perfect body or losing weight; it’s more about feeling good inside and out!  With a healthy body comes a healthy mind—so start something today. Even if it’s just a daily walk, it’s better than staying on that couch, again.

Advertising

13. Go to new places, travel a bit.

I’m not saying go fly off to some far away distant forgotten land—although you can if you so wish. It’s more about going to new places and experiencing life outside of your own back yard.  Too many of us stay in one place too often. We only see the same people, the same streets and do the same things each and every day.  If you want to improve your life, get out there and see the world and what it can offer.  You can start by going to a town or city you’ve never been to in your own country and checking out the architecture, the landscapes and the people.  Anything new is good, so get out there!

14. Listen to uplifting music and dance.

If there’s one thing that can really improve your life and get you excited about it, it’s listening to great uplifting music and dancing.  When was the last time you really let go?  Let it all hang loose and got into a piece of music and let yourself go?  Dancing, like exercise, makes you feel great. It releases all kinds of emotions and can make you feel unbelievably good.  Self-improvement isn’t all about the serious stuff; it can be something as simple as finding new music, music that inspires you and makes you dance and have fun!

15. Get up earlier than normal.

This is the last one, and it’s last because it’s one of those self-improvement tips that we all know is a good thing, yet we seem to avoid it at all costs!  If you think about it, the earliest part of the day is when your brain is most active because it’s been turned off for the last 7 hours or so.  So don’t you think it’s best to get all those things above done in the morning?  Things like exercise, meditation and dancing, which can all be done in the first part of the day.  Take it from me: this early morning stuff can really get your day started with a bang!

More on Self-Improvement

Featured photo credit: Laura Chouette via unsplash.com

Read Next