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11 Hacks To Manage Emails Efficiently

11 Hacks To Manage Emails Efficiently

Once, a coworker and I were having a discussion about ways to more effectively manage email.  She said “I have this thing. It bounces on my screen so I can’t ignore it every time an email comes in. That way I make sure I don’t miss anything.”

This wasn’t my idea of effective time management.

Email is important. It’s a vehicle for communication between you and your customers and your employees. You have a problem when you get to a point where email manages you instead of you managing email, which seemed like the case with this little bouncing ball that the team member had.

I receive over 300 emails a day. I could easily be answering emails all day, but then nothing else would get done. Managing these emails effectively is crucial to my focus and productively during the day.

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Here are tips on managing that overactive email inbox so you too can focus on what is most important in your business.

1. Get Organized

Set up folders for all the emails that you need to keep so you have an effective way to file and store email rather than leaving them in your inbox.

2. Turn off notifications

Notifications are constant disruptions to your day.

Reading an email takes longer than just a few seconds. Therefore you must completely shift your focus to that email and away from the project you’re working on. An email requires you to read it, make a decision, take action or file the email away for later, then refocus on what you were doing before the email came in.

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Every time you disrupt your focus, it’s harder for you to complete the task at hand in an efficient and effective manner.

3. Have an Emergency Plan

My clients know that if they need an urgent response than they can reach me via text message or they can call me. Email gets responded to within 24-48 hours. Not every email is urgent, but a lot of times we treat every email like it is which takes your energy away from your priorities.

4. Unsubscribe

Scrub your inbox by deleting and unsubscribing to newsletters and email lists you don’t actually read. Stop hoarding newsletters and emails you’re never going to read later because if you don’t have time to read it now, chances are you are not going to read it when it’s “old”. Give yourself permission to say “I had very good intentions when I kept these but I will never have time to read them and it’s time for them to go.”

5. Mass Delete

Control all – delete is a beautiful thing. I do this every so often for any email I haven’t read or filed for the last six months, which usually means that the chance of me actually reading it is slim to none.

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6. Use your Mobile Device

Learn how to reply using your smart phone and if you have an iPhone then use the VIP function to easily scan messages from key contacts, customers and or employees. This way you’ll be able to quickly sort through the volume and find what’s important.

7. Take Action Once

As soon as you read and respond to an email, it should be deleted or archived. This will leave your inbox with nothing but a manageable number of new emails or those that still need your attention.

I have a folder in my inbox specifically for items I need to take action upon or respond to. This allows me to quickly go to one file and respond to current outstanding requests.

8. Schedule Time for Email

Don’t check your email every 5 minutes. Schedule a couple of times a day to scan, respond, and manage email. Give yourself a time limit and you will be amazed at how much you can get done.

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9. Auto-responders

Use “Out of Office” responders when you are on vacation or out for a day. This lets those emailing you know that you aren’t ignoring them and they will be a priority for you when you return.

10. Time and Place

Be aware of the disruption email can be creating for the important relationships in your life. Checking your email in the evening is fine, so long as it isn’t interfering with your life outside of work.

We have all had someone check email on their mobile device when we are talking to them and felt the sting. Don’t deliver this sting to others.

11. Hire Help

If you can’t manage email yourself than you can hire someone to help you. Find someone who can manage your inbox and respond to email for you.

To win the war on the over bombarded email inbox, make a plan using the 11 tips above and see how your productivity on what’s truly important increases drastically.

Featured photo credit: White Workspace with MacBook/Viktor Hanecek via picjumbo.com

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Last Updated on August 16, 2018

16 Productivity Secrets of Highly Successful People Revealed

16 Productivity Secrets of Highly Successful People Revealed

The same old motivational secrets don’t really motivate you after you’ve read them for the tenth time, do they?

How about a unique spin on things?

These 16 productivity secrets of successful people will make you reevaluate your approach to your home, work, and creative lives. Learn from these highly successful people, turn these little things they do into your daily habits and you’ll get closer to success.

1. Empty your mind.

It sounds counterproductive, doesn’t it?

Emptying your mind when you have so much to remember seems like you’re just begging to forget something. Instead, this gives you a clean slate so you’re not still thinking about last week’s tasks.

Clear your mind and then start thinking only about what you need to do immediately, and then today. Tasks that need to be accomplished later in the week can wait.

Here’s a guide to help you empty your mind and think sharper:

How to Declutter Your Mind to Sharpen Your Brain and Fall Asleep Faster

2. Keep certain days clear.

Some companies are scheduling “No Meeting Wednesdays,” which means, funnily enough, that no one can hold a meeting on a Wednesday. This gives workers a full day to work on their own tasks, without getting sidetracked by other duties or pointless meetings.

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This can work in your personal life too, for example if you need to restrict Facebook access or limit phone calls.

3. Prioritize your work.

Don’t think every task is created equal! Some tasks aren’t as important as others, or might take less time.

Try to sort your tasks every day and see what can be done quickly and efficiently. Get these out of the way so you have more free time and brain power to focus on what is more important.

Lifehack’s CEO has a unique way to prioritize works, take a look at it here:

How to Prioritize Right in 10 Minutes and Work 10X Faster

4. Chop up your time.

Many successful business leaders chop their time up into fifteen-minute intervals. This means they work on tasks for a quarter of an hour at a time, or schedule meetings for only fifteen minutes. It makes each hour seem four times as long, which leads to more productivity!

5. Have a thinking position.

Truman Capote claimed he couldn’t think unless he was laying down. Proust did this as well, while Stravinsky would stand on his head!

What works for others may not work for you. Try to find a spot and position that is perfect for you to brainstorm or come up with ideas.

6. Pick three to five things you must do that day.

To Do lists can get overwhelming very quickly. Instead of making a never-ending list of everything you can think of that needs to be done, make daily lists that include just three to five things.

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Make sure they’re things that need to be done that day, so you don’t keep putting them off.

7. Don’t try to do too much.

OK, so I just told you to work every day, and now I’m telling you to not do too much? It might sound like conflicting advice, but not doing too much means not biting off more than you can chew. Don’t say yes to every work project or social engagement and find yourself in way over your head.

8. Have a daily action plan.

Don’t limit yourself to a to-do list! Take ten minutes every morning to map out a daily action plan. It’s a place to not only write what needs to be done that day, but also to prioritize what will bring the biggest reward, what will take the longest, and what goals will be accomplished.

Leave room for a “brain dump,” where you can scribble down anything else that’s on your mind.

9. Do your most dreaded project first.

Getting your most dreaded task over with first means you’ll have the rest of the day free for anything and everything else. This also means that you won’t be constantly putting off the worst of your projects, making it even harder to start on it later.

10. Follow the “Two-Minute Rule.”

The “Two-Minute Rule” was made famous by David Allen. It’s simple – if a new task comes in and it can be done in two minutes or less, do it right then. Putting it off just adds to your to-do list and will make the task seem more monumental later.

11. Have a place devoted to work.

If you work in an office, it’s no problem to say that your cubicle desk is where you work every day.

But if you work from home, make sure you have a certain area specifically for work. You don’t want files spread out all over the dinner table, and you don’t want to feel like you’re not working just because you’re relaxing on the couch.

Agatha Christie never wrote at her desk, she wrote wherever she could sit down. Ernest Hemingway wrote standing up. Thomas Wolfe, at 6’6″ tall, used the top of his refrigerator as a desk. Richard Wright wrote on a park bench, rain or shine.

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Have a space where, when you go there, you know you’re going to work. Maybe it’s a cafe downstairs, the library, or a meeting room. Whenever and wherever works for you, do your works there.

12. Find your golden hour.

You don’t have to stick to a “typical” 9–5 schedule!

Novelist Anne Rice slept during the day and wrote at night to avoid distractions. Writer Jerzy Kosinski slept eight hours a day, but never all at once. He’d wake in the morning, work, sleep four hours in the afternoon, then work more that evening.

Your golden hour is the time when you’re at your peak. You’re alert, ready to be productive, and intent on crossing things off your to-do list.

Once you find your best time, protect it with all your might. Make sure you’re always free to do your best uninterrupted work at this time.

13. Pretend you’re on an airplane.

It might not be possible to lock everyone out of your office to get some peace and quiet, but you can eliminate some distractions.

By pretending you’re on an airplane, you can act like your internet access is limited, you’re not able to get something from your bookcase, and you can’t make countless phone calls.

Eliminating these distractions will help you focus on your most important tasks and get them done without interruption.

14. Never stop.

Writers Anthony Trollope and Henry James started writing their next books as soon as they finished their current work in progress.

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Stephen King writes every day of the year, and holds himself accountable for 2,000 words a day! Mark Twain wrote every day, and then read his day’s work aloud to his family to get their feedback.

There’s something to be said about working nonstop, and putting out continuous work instead of taking a break. It’s just a momentum that will push you go further./

15. Be in tune with your body.

Your mind and body will get tired of a task after ninety minutes to two hours focused on it. Keep this in mind as you assign projects to yourself throughout the day, and take breaks to ensure that you won’t get burned out.

16. Try different methods.

Vladimir Nabokov wrote the first drafts of his novels on index cards. This made it easy to rearrange sentences, paragraphs, and chapters by shuffling the cards around.

It does sound easier, and more fun, than copying and pasting in Word! Once Nabokov liked the arrangement, his wife typed them into a single manuscript.

Same for you, don’t give up and think that it’s impossible for you to be productive when one method fails. Try different methods until you find what works perfectly for you.

Featured photo credit: Unsplash via unsplash.com

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