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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 July 3, 2020

6 Things To Do Every Day To Ensure You Stick To Your Goals

6 Things To Do Every Day To Ensure You Stick To Your Goals

Sticking to your goals can sometimes be challenging. We all want better health, better careers, and better jobs, and we want to cast an impression on everyone that we are living fulfilled lives.

Yet to reach our goals and make every minute of our time count requires commitment, consistency, and hard work. Setting goals is one thing, but sticking to them is another. We have to observe certain daily practices if we want to get the best out of ourselves.

Here are 6 things that you have to ensure daily to reach your goals.

1. Involve Others

You have to be accountable for the actions you are committing yourself to. Involve everyone around you, get them engaged, and talk to them on how they can help you accomplish your goals.

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When you involve others you feel, you have a responsibility towards them as well as yourself. Every day, make sure you are accountable for sticking to your goals. By joining groups or engaging others, you have more motivation to reach your goals.

For example, if you want to read more, try joining a book club. If you want to be a better entrepreneur, join an entrepreneurial organization.

2. Visualize the Rewards

Reaching a goal can be challenging and sometimes, it can be overwhelming. When the journey becomes tough and difficult, try to stick to visualizing your successes every day.

Wake up to visualize what rewards you will get from sticking to meeting your goals. If you want to lose some pounds, visualize yourself already underweight and benefiting from being underweight. The mind has a way of channeling your body and intentions to sticking to your goals and reaching them.

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3. Break Down Your Goals

Try to break down your goals into tiny chunks. The smaller the size of the goals, the more willing and prepared you are to meet them.

For example, if you find it difficult to get out of the house and take a workout at the gym, why not try to break the goal into making sure you are always dressed for the gym daily? By doing this, you demonstrate that you are moving in the right direction, and you can keep this momentum so you can meet the larger goal.

4. Reward Yourself

For every progress you make daily towards reaching your goals, try to vindicate and reward yourself. By doing this you appreciate yourself and the hard work you have put in for the day.

When you reward yourself, you program yourself to benefit from a larger reward in the future. You also propel yourself to gain daily rewards, which can be enticing and motivating. Rewarding yourself serves as a form of positive reinforcement that reinforces your mind and behavior to stick to your goals and stay motivated.

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5. Measure Your Progress

It is easy to become frustrated when you are not getting instant results. Change can be slow and rewards are not always immediate. Still, progress can be measured even in tiny bits, so take time to look back at where you are coming from.

You don’t have to feel depressed about not making that major progress in an instant. But when you journal or snap pictures to document your progress, no matter how small, you will feel grateful and elated to see what difference you have made from where you are coming from up until now.

6. Believe in the Possibilities

If you don’t even believe in the possibility of reaching your goals, how can you expect yourself to stick to your goals in the first place?

By believing in the possibilities of accomplishing a goal or task, you increase your chance of reaching it and eradicating whatever roadblocks or challenges you may face. Believe in what you can achieve.

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What self-belief has over self-control is that while self-control can be depleted but self-belief cannot. We all have an enormous reservoir of how much we can believe in ourselves.

With believing in ourselves comes perseverance, determination, and desire to reaching our goals. Every day, understand that what you need to keep going is your belief toward achieving your goals. Your goals are reachable if you think you can reach them!

Final Words

Due to circumstances in life, people tend to abandon some of their goals in life. You may also feel this way sometimes. In that case, just come back to this article and remember the 6 ways you can help yourself stick to your goals.

People don’t always reach their goals, but you will never know if you can reach them if you don’t stick to them in the first place. As long as you stick to your goals, there will always be the possibility of you achieving them!

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Featured photo credit: Kelly Sikkema via unsplash.com

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