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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 May 7, 2021

                      Productivity Boost: How to start your day at 5:00 AM

                      Productivity Boost: How to start your day at 5:00 AM

                      I have been an early-riser for over a year now. Monday through Friday I wake up at 5:00 AM without hitting the snooze button even once. I never take naps and rarely feel tired throughout the day. The following is my advice on how to start your day (everyday) at 5:00 AM.The idea of waking up early and starting the day at or before the sunrise is the desire of many people. Many highly successful people attribute their success, at least in part, to rising early. Early-risers have more productive mornings, get more done, and report less stress on average than “late-risers.” However, for the unaccustomed, the task of waking up at 5:00 AM can seem extremely daunting. This article will present five tips about how to physically wake up at 5:00 AM and how to get yourself mentally ready to have a productive day.

                      Many people simply “can’t” get up early because they are stuck in a routine. Whether this is getting to bed unnecessarily late, snoozing repetitively, or waiting until the absolute last possible moment before getting out of bed, “sleeping in” can easily consume your entire morning. The following tips will let you break the “sleeping in” routine.

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                      Relocate your alarm clock.

                      Having an alarm clock too close to your bed is the number one reason people simply cannot get up in the morning. If your alarm clock is within arms reach of your bed, or if you can turn your alarm clock off without getting out of bed, you are creating an unnecessarily difficult situation for yourself. Before I became an early-riser, there were many times that I would turn off my alarm without even waking up enough to remember turning it off. I recommend moving your alarm clock far enough away from your bed that you have to get completely out of bed to turn it off. I keep my alarm clock in the bathroom. This may not be possible for all living arrangements, however, I use my cellphone as an alarm clock and putting it in the bathroom makes perfect sense. In order to turn off my alarm I have to get completely out of bed, and since going to the restroom and taking a shower are the first two things I do everyday, keeping the alarm clock in the bathroom streamlines the start of my morning.

                      Scrap the snooze.

                      The snooze feature on all modern alarm clocks serves absolutely no constructive purpose. Don’t even try the “it helps me slowly wake up” lie. I recommend buying an alarm that does not have a snooze button. If you can’t find an alarm without a snooze button, never read the instructions so you will never know how long your snooze button lasts. Not knowing whether it waits 10 minutes or 60 minutes should be enough of a deterrent to get you to stop using it.

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                      Change up your buzzer

                      If you use the same buzzer day in and day out, you begin to develop a tolerance to the sound. The alarm clock will slowly become less effective at waking you up over time. Most newer alarm clocks will let you set a different buzzer tone for the different days of the week. If you change your buzzer frequently, you will have an easier time waking up.

                      Make a puzzle

                      If you absolutely cannot wake up without repetitive snoozing, try making a puzzle for yourself. It doesn’t take rocket science to understand that the longer your alarm is going off, the more awake you will become. Try making your alarm very difficult to turn off by putting it under the sink, putting it under the bed, or better yet, by forcing yourself to complete a puzzle to turn it off. Try putting your alarm into a combination-locked box and make yourself put in the combination in order to turn off the alarm — it’s annoying, but extremely effective!

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                      Get into a routine

                      Getting up at 5:00 AM is much easier if you are doing it Monday through Friday rather than sporadically during the week. I recommend setting an alarm once that repeats everyday. Also, going to bed at about the same time every night is an important factor to having a productive morning. Learn how much sleep you need to get in order to not feel exhausted the following day. Some people can get by on 4-6 hours while most need 7-8.

                      Have a reason

                      Make sure you have a specific reason to get up in the morning. Getting up at 5:00 AM just for the heck of it is a lot more difficult than if you are getting up early to plan your day, pay bills, go for a jog, get an early start on work, etc. I recommend finding something you want to do for yourself in the morning. It will be a lot easier to get up if you are guaranteed to do something fun for yourself — compare this to going on vacation. You probably have no problem waking up very early on vacation or during holidays. My goal every morning is to bring that excitement to the day by doing something fun for myself.

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                      As I previously mentioned, I have been using these tips for a very long time. Joining the world of early-risers has been a great decision. I feel less stressed, I get more done, and I feel happier than I did when I was a late-riser. If you follow these tips you can become an early-riser, too. Do you have any tips that I didn’t mention? What works best for you? Let us know in the comments.

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