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Five Simple Yet Effective Tips for Managing Your Email

Five Simple Yet Effective Tips for Managing Your Email


    Everyone nowadays gets way too many emails and spends too much time dealing with them. If you feel like you are wasting too much time on email, you need re-evaluate how you manage it. Here are five simple tips to help you regain control over your inbox so you can do more important (and fun) things.

    1. Keep it under six sentences

    Nobody likes to read long emails. As more people are checking their emails on their phones and tablets, you need to be succinct with what you write.

    Try to keep it brief by using no more than six sentences. This will force you to get to the point. If you need more sentences – consider calling the person or having a face-to-face meeting to communicate your thoughts.

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    2. Make it second priority

    Don’t be a slave to your inbox. If you are, someone else has power of how effective your days are and that’s a recipe for disaster. The issue with people treating their inbox as their to-do list is that external people have direct control on how you go through your day and what your workload will be. Instead, you should be the one in control.

    Here is an easy way to get started with this: don’t check your email first thing in the morning. Make it the second thing – after you have done your most important task.

    This first simple step allows to take back control over your day. Even if email is very important to you, give this a try. If that means post-posing checking your email by half an hour – do it. That is plenty of time to do one important task.

    3. Don’t always respond instantly

    Email is not the best medium for urgent matters – that’s where phone calls excel. However, email is great for correspondence where you don’t require an immediate response.

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    That’s why you want to make it a habit to not always respond to emails immediately. The idea is that you do not want to condition others that email is an effective medium for urgent matters. If the other person notices that you always respond to email within ten minutes, that person will start to assume he or she can email you for urgent matters.

    No.

    You want to avoid that as much as possible. Be upfront with people when you communicate a lot via email. I always tell others that they will get a response from me within two business days. If they need to reach me for something urgent, they can call or text me. Otherwise, I prefer to receive emails.

    4. Email hotspots

    If you constantly checking your email and you process your email as they come in, you are wasting a lot of time. Instead, you should check your email in batches. Batching tasks is an effective way of processing and getting things done that are similar in nature. That’s why you should do this as well as part of how you manage your emails. Here is a simple tip to do that:

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    Check emails at fixed times and spend no more than half an hour each time.

    I like to call this concept “email hotspots” – the times of the day when you process your email in batches. This requires you to turn off your email program and to learn that it is okay to process emails at fixed times each day.

    This guidelines is flexible depending on how many emails you get. If you get less than thirty emails a day, checking your email twice in a day should be good enough. In a typical 9-to-5 day, 10am (you have an hour to do one task before checking your email) and 3pm are great times to do this.

    5. Touch it once

    The touch it once principle says that each item should only be handled once. This is especially the case for emails. Have you ever read an email, thought about replying back, postponed it and you had to reread the email again to understand what it was about? It happens to the best of us.

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    Doing this for one email is fine. What if you have to do this with twenty emails? You will be wasting a lot of time. It’s more effective to deal with emails as you read them for the first time. Don’t let emails linger around “for later”. Touch it once. Read and decide what to do right away with it. If it takes less than two minutes to respond, do it right away.

    If you have to respond but for some reason you can’t – put the email in the drafts folder. This folder will have all the emails you’ve started to reply to, but have not sent yet. As you come back to it, you know where to find your email and you can promptly respond.

    (Photo credit: Businessman Working on Email via Shutterstock)

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    Last Updated on January 21, 2020

    How to Motivate People Around You and Inspire Them

    How to Motivate People Around You and Inspire Them

    If I was a super hero I’d want my super power to be the ability to motivate everyone around me. Think of how many problems you could solve just by being able to motivate people towards their goals. You wouldn’t be frustrated by lazy co-workers. You wouldn’t be mad at your partner for wasting the weekend in front of the TV. Also, the more people around you are motivated toward their dreams, the more you can capitalize off their successes.

    Being able to motivate people is key to your success at work, at home, and in the future because no one can achieve anything alone. We all need the help of others.

    So, how to motivate people? Here are 7 ways to motivate others even you can do.

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    1. Listen

    Most people start out trying to motivate someone by giving them a lengthy speech, but this rarely works because motivation has to start inside others. The best way to motivate others is to start by listening to what they want to do. Find out what the person’s goals and dreams are. If it’s something you want to encourage, then continue through these steps.

    2. Ask Open-Ended Questions

    Open-ended questions are the best way to figure out what someone’s dreams are. If you can’t think of anything to ask, start with, “What have you always wanted to do?”

    “Why do you want to do that?”

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    “What makes you so excited about it?”

    “How long has that been your dream?”

    You need this information the help you with the following steps.

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    3. Encourage

    This is the most important step, because starting a dream is scary. People are so scared they will fail or look stupid, many never try to reach their goals, so this is where you come in. You must encourage them. Say things like, “I think you will be great at that.” Better yet, say, “I think your skills in X will help you succeed.” For example if you have a friend who wants to own a pet store, say, “You are so great with animals, I think you will be excellent at running a pet store.”

    4. Ask About What the First Step Will Be

    After you’ve encouraged them, find how they will start. If they don’t know, you can make suggestions, but it’s better to let the person figure out the first step themselves so they can be committed to the process.

    5. Dream

    This is the most fun step, because you can dream about success. Say things like, “Wouldn’t it be cool if your business took off, and you didn’t have to work at that job you hate?” By allowing others to dream, you solidify the motivation in place and connect their dreams to a future reality.

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    6. Ask How You Can Help

    Most of the time, others won’t need anything from you, but it’s always good to offer. Just letting the person know you’re there will help motivate them to start. And, who knows, maybe your skills can help.

    7. Follow Up

    Periodically, over the course of the next year, ask them how their goal is going. This way you can find out what progress has been made. You may need to do the seven steps again, or they may need motivation in another area of their life.

    Final Thoughts

    By following these seven steps, you’ll be able to encourage the people around you to achieve their dreams and goals. In return, you’ll be more passionate about getting to your goals, you’ll be surrounded by successful people, and others will want to help you reach your dreams …

    Oh, and you’ll become a motivational super hero. Time to get a cape!

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    Featured photo credit: Thought Catalog via unsplash.com

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