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5 Types of Emails You Should be Automatically Filtering

5 Types of Emails You Should be Automatically Filtering

    How many emails do you have in your inbox right now? Are you an inbox zero freak like me? Or do you have emails piled up and unread that you’re hoping you’ll get time to get to?

    I’m not judging – I used to have as messy an inbox as anyone. And even now, if I go on vacation or don’t check my email for too long, I can get in a heap of trouble: the email piles up, and it can be a real chore getting back to my empty inbox.

    I’ve got a few tips up my sleeve though to make dealing with email a little less painful – and I’ve found the best defense is a strong offense. In this article, I’m going to give you some concrete tips and examples to reduce the number of emails in your inbox instantly – and help you keep it that way long term with the use of filters.

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    What Are Email Filters?

    Email filter is like my own little army single purpose email virtual assistants. You tell each one to check each email for a specific set of things and then tell it a specific action to do with it. Some criteria you can check on include:

    • Who is it from?
    • Who is it to?
    • What words are in the subject?
    • What words are in the body?

    Some actions you can typically take are:

    • Delete it
    • Mark it as read
    • File it somewhere
    • Send an automated response

    I use GMail and I know Outlook (and most desktop program) have this capability, you’ll have to check with your webmail provider for how it’s done. With that brief introduction, here are the five types of emails I always filter.

    1. Email Newsletters

    Any blog I sign up for, any marketing email list – the very first thing I do after confirming my subscription is I set up a filter to automatically filter this into a “ToRead” bucket. I do this two ways:

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    1. Use the + symbol to make a unique email address. For example, if you are [email protected], you also receive any email sent to [email protected]. I use a similar strategy, so all my email newsletters are sent to a specific email account that is automatically filtered to a bucket to read later.
    2. Filter by sender. A little more tedious, but you can set up individual filters for each sender as well.

    2. Friends Forwarding Me Articles

    I have a friend who constantly sends me political articles from a handful of websites. In spite of anonymously emailing them from http://stopforwarding.com/ as well as telling them in person, they won’t stop. I don’t want to filter all their emails, since occasionally they email me with something legitimate (a non-forward).

    So I filter them based on sender and checking for a handful of websites in the body of their email.  I do this with a lot of people, and it helps separate the junk they want to send me from the real conversations we’re having.  Every week or so I’ll take a look at my “Review Weekly” and see these emails in there – and usually just delete them.

    3. Comment and Ping Notifications on my Blog

    I’ve got a full time job, and while I take my blog seriously, I don’t need to be seeing all the comments and trackbacks instantly. I try to get to them every day or every few days, but I don’t want them clogging my inbox.

    I filter these into a folder that I try to review nightly – but if I can’t get to it nightly, no big deal. When I do get to it, I try to batch process them for at least 30 minutes at a time, visit everyone who has linked to me, perhaps leave a comment – and reply to the people who have been gracious enough to comment on my blog.

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    4. Facebook/Twitter/Social Media Notifications

    I don’t need to know right away when someone follows me, friends me, directs messages me, etc.  I usually check social networking and media sites at least once a week anyway, and can process the notifications at that time.

    For a while, I filtered all these and then checked them at my convenience.    For the most part though, now if I check the site often enough (like I do with Twitter and Facebook) I just turn off the email notifications altogether.

    5. Store Promotions

    I like hearing about the latest deals and specials, but there is no reason this needs to interrupt my normal daily workflow.   I looked at it, and realizedI might purchase something from one of these newsletters once a year – if even that frequently!

    So I filter all of them into a “Review Optional” folder – and if I have time, I’ll browse them at my leisure. If not – no big deal, I just delete them every couple weeks.

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    OK, I Have My Filters – Now What?

    Once you’ve created some of these filters, GMail (what I use) has an option to immediately run them on whatever you’ve got in your inbox. Use this to instantly filter low priority items away so you can focus on what’s important.

    Going forward, your filters will be applied to any new email that comes in. This will keep your inbox clean so you can read the relevant, important emails first, before you head to your folders to deal with these low priority emails that may still be important to you – but don’t require as quick a response.

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    Last Updated on January 2, 2019

    7 Steps For Making a New Year’s Resolution and Keeping It

    7 Steps For Making a New Year’s Resolution and Keeping It

    Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

    Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

    Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

    Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

    1. Just pick one thing

    If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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    Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

    Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

    2. Plan ahead

    To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

    Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

    Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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    3. Anticipate problems

    There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

    4. Pick a start date

    You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

    Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

    5. Go for it

    On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

    Your commitment card will say something like:

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    • I enjoy a clean, smoke-free life.
    • I stay calm and in control even under times of stress.
    • I’m committed to learning how to run my own business.
    • I meditate daily.

    6. Accept failure

    If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

    If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

    Perseverance is the key to success. Try again, keep trying and you will succeed.

    7. Plan rewards

    Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

    Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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    Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

    Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

    Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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