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Ask the Entrepreneurs: 11 Ways to Make Your Inbox Less of a Nightmare

Ask the Entrepreneurs: 11 Ways to Make Your Inbox Less of a Nightmare

Ask The Entrepreneurs is a regular series where members of the Young Entrepreneur Council are asked a single question that aims to help Lifehack readers level up their own lives, whether in a area of management, communication, business or life in general.

Here’s the question posed in this edition of Ask The Entrepreneurs:

What’s your favorite email hack?

1. Set up an Alias

Robert Castaneda

    Google Apps and Gmail have a feature where you can add a “+” to your name. For example: robert+receipts@servicerocket.com. You can use these to set up an alias for websites that send you receipts to help you easily filter where information goes when it comes into your inbox.

    Robert Castaneda, ServiceRocket

    2. Install Rapportive

    Ben Lang

      If you use Gmail, Rapportive is by far the most useful email plug-in you can install. It lets you see the social profiles of the people you’re emailing and easily connect with them on the side.

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      Ben Lang, Mapped In Israel

      3. Unsubscribe From Things

      Scott Ferreira

        I have had many friends and colleagues complain about their onslaught of emails and ask me what I do about it. For one, I cut the BS and unsubscribe from all the stuff that has built up over the years. Secondly, even if I still really want to be subscribed, I have it auto-filtered in Google so that I know I can go check it out at a later time since it typically isn’t that important.

        Scott Ferreira, MySocialCloud

        4. Filter Obsessively

        Kelly Azevedo

          I use Gmail, and its advanced filtering options have saved me hours a day and reduced my stress! Even if it’s an email that I need to read, already having a label applied saves me time and means I can organize thousands of messages effortlessly. Sure, you can manually move emails to a folder, but automating this process means I can have 200+ emails a day and only 20 or so in my inbox most days.

          Kelly Azevedo, She’s Got Systems

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          5. Create an “Answer Later” Folder

          Michael Margolis

            I constantly parse my inbox and move non-priority items into a second folder. Only clients, business development or important staff emails get my attention. This allows my inbox to stay manageable at around 15 to 40 emails at any given time. Once a day, and especially on the weekends, I batch process the unanswered correspondence in the “Answer Later” folder.

            Michael Margolis, Get Storied

            6. Use Outlook’s Offline Functionality

            Aaron Schwartz

              I’ve fallen into the trap of managing my time by what’s in my inbox. I love Gmail but find the chat and stream of incoming email to be distracting. Their offline product isn’t quality, meaning that when I’m working, I always see a stream of new work! Outlook offline is awesome, allowing you to work on projects without any external distractions.

              Aaron Schwartz, Modify Watches

              7. Use Boomerang for Gmail

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              doreen-bloch

                Boomerang for Gmail is a fantastic tool for managing the email inbox. Not only does it enable you to send away emails until a designated time, it enables you to program emails for strategically timed sends, too.

                Doreen Bloch, Poshly Inc.

                 

                8. Don’t Check Your Email

                Wade Foster

                  The only time I’ve ever gotten sucked into email is when I started checking it compulsively. Now I try to only check email once midday and once at night. I spend an hour each time and answer as many emails as I can. The most important ones get answered first, and I go as far down the list as I can. Sometimes, I’ll make it to “inbox zero” and sometimes not. Either way, I’m less stressed about email.

                  Wade Foster, Zapier

                  9. Use Apps to Keep Your Inbox at Zero

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                  There are three apps that all keep me at “inbox zero” at least once a day: The first and second are Boomerang for Gmail and the Mailbox iOS app. I use them to track follow-up emails and snooze emails until later. The third app is SaneBox, which automatically moves less important emails out of your inbox and into another folder. Then, once a day, it sends a summary email of what you missed.

                  Henry Balanon, Detroit Labs

                  10. Identify Email Patterns With Toofr!

                  Ryan Buckley

                    We use Toofr! all the time to identify email patterns at small and large companies. We found early on that sending the right email to the right person yields high open rates and positive responses. This trick helped us generate over half a million dollars of revenue in 2012.

                    Ryan Buckley, Scripted, Inc.

                    11. Answer the Same Questions With Canned Responses

                    sean ogle

                      I answer the same 10 or so questions all the time. With Gmail Labs’ Canned Responses, all I have to do is hit a button, and my desired response pops up. Add a quick personal open and close to this, and you have the most effective tool for mass email response I know of.

                      Sean Ogle, Location 180, LLC

                      More by this author

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                      Last Updated on February 19, 2020

                      11 Google Chrome Apps & Features for Getting More Done with Less Effort

                      11 Google Chrome Apps & Features for Getting More Done with Less Effort

                      In today’s fast-paced and never-ending busy world, we are overwhelmed by tasks that need to be completed by tight deadlines. With so much technology it is difficult to find the right tools to help boost our efficiency. And, many tools get obsolete so its essential to stay up-to-date to know when you will have to make adjustments to these tools. Independently of where you work, there’s a good chance that you have to be working on a PC or a laptop.

                      Do you are feel like you do not have enough time, or cannot accomplish much as of late? It is recommended to take a step back and look at the big picture. Also, you want to explore new and innovative ways to improve productivity.

                      In this article, I outline 11 features and apps within the Chrome browser that can help you do just that.

                      Minimizing Tabs

                      Let’s face it we all have more than a dozen tabs opened on our computers. One neat trick to still keep most of them open is to turn them into pinned tabs. On Google Chrome you can right-click the tab and select “Pin Tab” option. This turns the tab into an icon enabling you to continue multitasking.

                      Pinning a tab anchors the tabs on the left of your toolbar; a great benefit of the “Pin Tab” feature is that you can’t close these tabs accidentally since the “X” disappears after pinning them.

                      Incognito Mode

                      Google Chrome is a very easy-to-use and intuitive. But, Google does collect our browsing data; so to remedy this, you can use Incognito Mode. This feature does not keep your browsing or download history. You can enable or access it in three different ways:

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                      1. Press Ctrl/Command+shift+N
                      2. Select File Menu and choose New Incognito Window
                      3. Download extension New Incognito Window

                      This feature is very handy if you’d rather not have your browsing history stored and utilized for future advertisement or suggested pages.

                      Save Webpages as PDF Files

                      Have you ever browsed interesting or important information and then forgot to bookmark or save it in “favorites”, making it impossible to find again? Chances are you have done this on a number of occasions.

                      Thankfully, there is an easy solution. You can save webpages as PDF files. On your keyboard, press control/command+p and you will be able to save webpages as PDFs.

                      Open Recently-closed Tabs

                      Ever had dozens of tabs opened and all of a sudden your browser shuts down? It has probably happened to all of us. You can easily recover all of your tabs using two approaches. Don’t panic if this happens because there is a workaround and solution for it.

                      One is by pressing Ctrl/CMD+Shift+T.

                      The other approach is to click on the three vertical dots on your browser and hover over “History”.

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                      Solve Mathematical Problems

                      Google’s Chrome browser doesn’t just search for relevant and updated information. It is also capable of performing some mathematical problems. Within the omnibox (Chrome’s address or URL bar), you can perform mathematical exercises.

                      For example, if you are struggling with percentages you can search 20 percent of x amount and it will instantly provide a result. Pretty handy, right?!

                      Play Media Files

                      Are you frequently met with difficulties when playing or watch a video files? Well, once again Chrome comes to the rescue. You can can listen or play videos from all sorts of movie or music files (mp3, mp4, .mov, .mkv, .ogv, .webm, .wav, etc.) by simply dragging the file into the search bar.

                      In addition, you can view images, PDF files and Microsoft Office files, too.

                      Navigate Swiftly Between Tabs

                      With all of those tabs opened comes great navigation responsibilities. Rather than clicking through every tab, you can use shortcut keys like Ctrl+Tab to navigate all of the different tabs. Also, you are able to navigate to the first tab by pressing Ctrl-1, Ctrl-2, and so on. If you want to switch to the very last tab, press Ctrl-9.

                      Stay Focus(e)d

                      Computers nowadays have awesome capabilities.

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                      Sometimes we like to get work done, but let’s face it, we’re all human. We sometimes procrastinate by visiting a website we really like, or maybe take a break with watching a flick on Netflix, a video on YouTube or browsing Facebook.

                      With Chrome’s StayFocusd extension, you can truly stay focused and get more done in less time.

                      This extension naturally helps you stay more productive by limiting the amount of time you spend on websites. You can set the time and it will automatically block those sites after a certain period.

                      Grammarly for Editing

                      Grammarly is a must have, and it’s really a complete powerhouse. Grammarly helps you check your grammar and spelling for everything you write online.

                      You can use it professionally or as a student, which will make the editing process much easier and more efficient. Furthermore, it can automatically check for typos when you send an email, type a Tweet, or post a Facebook comment. It’s like having your own personal copyeditor!

                      Loom

                      There are times that words in an email or written text in a chat app will just not convey the right meaning.

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                      There is a saying that a picture is worth a thousand words. Well, the same is true of videos.

                      With Loom, you can capture, narrate and immediately share video recordings of your screen, which will help coworkers understand issues you are facing, or to easily convey an explanation on screen. Plus, with video you will be able to easily walk people through a process, and you can use it to create simple how-to videos.

                      Chrome Calendar Extension

                      No matter what your level of responsibility is at your job, Google Calendar is another essential resource to have at your fingertips.

                      Specifically, you can have this extension added as an icon in the toolbar of your browser, which I highly recommend. Once you add the extension to your browser, you can check for upcoming events with a single click without leaving your current page.

                      Final Thoughts

                      Google Chrome has definitely evolved from its inception. As you can see you have a very powerful tool that comes as a free installation and is loaded with dozens of capabilities. The above listed Chrome apps can resolve some of the most common obstacles to your time management and productivity.

                      Featured photo credit: Benjamin Dada via unsplash.com

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