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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:

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  • 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!

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Leon Ho

Founder of Lifehack

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Last Updated on February 17, 2020

10 Ways To Always Be Yourself And Live Happily

10 Ways To Always Be Yourself And Live Happily

As you were probably told when you were in elementary school, “Just be yourself.” You can be a much happier person once you figure out who you truly are and when you learn how to be yourself.

If you are like most people, then you have probably told yourself that things would be better if there were certain changes in your life or changes to yourself. You can make those positive changes yourself. Be proactive, and have a more positive outlook about yourself.

Below are 10 ways to learn how to be yourself and live more happily:

1. Don’t Aim to Please Others

There is a problem if you are never doing what you want to do, yet always doing what everyone else wants to do. This Is Why You Shouldn’t Please Others But Yourself.

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Pleasing others can be a nice thing to do, but know where your boundaries are. Instead of always aiming to please others, you should do things for yourself as well every now and then.

2. Don’t Worry About How Others View You

Occasionally thinking about how others view you may make you change for the good, but you should not be constantly wondering about what others are thinking. You should change if you want to, and change into what or who you want to change into.

3. Learn More About Yourself

Do you know who you really are? Ever since you were young, you have been conditioned to be one way or another. It may be weird just to spend a day being your spontaneous self, but sometimes it is the only way that you can learn how to be yourself.

4. Appreciate Who You Are

No matter how weird you are, appreciate yourself! Each person is unique, and everyone has at least a little weirdness in themselves. Appreciate your weirdness and let it out.

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5. Be Confident with Who You Are

Do you ever doubt yourself? Doubting yourself can be very easy if you are constantly comparing yourself to others and wondering “What if?”

Instead of doubting yourself all the time, you should be confident with yourself and who you are. Showing confidence in yourself and your decisions will also show to others that you know what you are doing.

6. Forgive Yourself

Forgive yourself for thinking negatively. Forgive yourself for talking, without thinking twice. Forgive yourself for being rude to your superiors, your friends, your parents, or your siblings.

Don’t think negative thoughts about yourself for taking wrong steps or making wrong decisions. This kind of thinking puts your focus on the problem and not the solution. It’s better to say good things about yourself than to say negative things. Always saying positive things about yourself is a sign that you have forgiven yourself.

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These tips will be helpful for you: How to Forgive Yourself and Move Forward for a Happier Life

7. Stop Being Negative About Yourself

Do you look at everything as a glass half full or a glass half empty? It can be easy to be negative about yourself. When it comes to being happy, it is vital that you learn how to be yourself and to be more positive.

8. Find a Hobby That You Love

Everyone has something that they live for or that they love to do. Figure out what you love to do and make a hobby out of it. Doing what you love can make you much happier.

9. Learn from Your Mistakes

You can really learn more about yourself when you make a mistake. Here is Why You Should Be Proud of Making Mistakes.

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Mistakes in your life do not always need to be seen negatively. Think about what went wrong, learn from it, and move on.

10. Strive for What You Want to Accomplish

Being yourself does not have to mean that you have to be stuck in status quote. Aim for what you want to achieve and strive for that accomplishment. You can improve yourself while still remaining true to yourself.

More Tips About Staying True to Yourself

Featured photo credit: Adrien King via unsplash.com

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