Advertising
Advertising

How Sucessful People Handle Email Effectively

How Sucessful People Handle Email Effectively

Emails. They never seem to stop, and it’s easy to get buried in them. But there are some people out there who have their inboxes under control no matter what. Their secret? They’ve mastered seven key skills to effectively manage their daily email deluge and get more done.

Here’s an inside look at how successful people handle email effectively:

Advertising

They set aside time daily to deal with emails.

Choose several windows of time each day to tackle your inbox and focus on responses. Depending on their jobs, some professionals take five minutes at the top of each hour to deal with their messages or put aside time each morning and afternoon to deal with their emails. Block off time on your electronic calendar for dealing with email daily so meetings or any other distractions keep you away from handling your email. By making time on their daily calendar to deal with email, they increase their overall productivity because they aren’t worried about it while writing that big report.

They prioritize responses.

Take a quick look at your inbox and some messages just naturally jump out at you: emails from your boss, a key client or sales prospect. Open them and respond right away; touch it once and be done. Wait for more time in the day to read the emails from your favorite retailers.

Advertising

They use standard responses.

Depending on your job, there may be key frequently used statements and phrases. Format those and plug them in your emails; it will save you time. For example, if you receive a lot of proposals as part of your job, you can create a message like this: “Thank you for contacting me and sending me your proposal. I will look at it and get back to you as soon as I can.” If you use this standard response, you’ll cut down on the amount of time spent on email.

They aim to respond within 24 hours.

This may sound easy, but as more emails come in, messages get pushed down and can easily be forgotten. Make it a goal to respond within one business day to all messages that come in.

Advertising

They don’t respond to every email.

Yes, you read that correctly. Not every email needs a response. If the email is just informational and doesn’t require a response, don’t send one. Or if you’re one of those people who feel like they have to respond, send a one sentence response such as “Thank you. I received the email.”

They remove themselves from unnecessary subscription lists.

Truly effective email managers do not sign up for daily newsletters, blog updates, and alerts on their social media accounts. They utilize other tools, such as RSS feeds or a blog reader to keep track of their favorite blogs and information sources. And what about emails from retailers plugging their wares? Use a separate email to handle all those requests and browse through when you have time. That way, you won’t be distracted by the latest sale at your favorite store when you should be responding to a request from your boss.

Advertising

They leave emails with links to articles and videos for later.

These emails usually take more time and are often sent for your information (or entertainment). Save some time every day – maybe in the mid-afternoon when you’re looking for a little break – to click on these emails and read the articles or watch the videos. Once you’re done viewing, you can respond to the sender if necessary or just click delete.

By following these easy steps, you’ll be able to handle email effectively and spend more time focused on getting your work done.

More by this author

10 Common Resume Problems You Probably Have 7 Practical Ways to Avoid Running Out of Money in Retirement 5 Resume Tips For Any Overqualified Candidate 5 Tax Tips Freelancers Need to Know 8 Tips for Writing a Press Release Effectively

Trending in Productivity

1 26 Useful Things to Learn Now That Will Change Your Life 2 How to Take Calculated Risk to Achieve Success 3 How Not to Feel Overwhelmed at Work & Take Control of Your Day 4 The Importance of Time Management: 8 Ways It Matters 5 13 Work Life Balance Tips for a Happy and Productive Life

Read Next

Advertising
Advertising
Advertising

Last Updated on August 20, 2019

26 Useful Things to Learn Now That Will Change Your Life

26 Useful Things to Learn Now That Will Change Your Life

If you pay attention to your everyday life careful enough, you’ll know that you can learn from everything and everyone you come across. Our life is basically full of useful lessons that we should learn.

Here are 26 useful things to learn that Abhishek A. Singh shared on Quora. Let’s see how these life theories would lead you to live a different life.

1. Primacy and recency: People mostly remember the first and last things that occurred, barely the middle.

When scheduling an interview, ask the employer the time slots they do interviews and try to be the first or the last.

2. If you work in a bar or in customer service of any kind, put a mirror behind you at the counter.

In this way, angry customers who approach you will have to see themselves in the mirror behind you and the chance of them behaving irrationally will be lowered significantly.

3. Once you make a sales pitch, don’t say anything else.

This works in sales, but it can also be applied in other ways.

My previous boss was training me and just gave me pointers. I was working at a gym trying to sell memberships. He told me that once I got all the small talk out of the way and presented the prices, the first person to talk would lose.

It didn’t seem like a big deal but it actually worked. Often there were long periods of awkward silence as the person tried to come up with some excuses, but usually they bought.

4. If you ask someone a question and they only partially answer, just wait.

If you stay silent and keep eye contact, they will usually continue to talk.

5. Chew gum when you’re approaching a situation that would make you nervous, like public speaking or bungee jumping.

When we eat, our brain tell ourselves, “I would not be eating if I were danger. So I’m not in danger.” This has helped me to stay calm.

Advertising

6. People will always remember how you made them feel, not what you said.

Also, most people like talking about themselves; so ask lots of questions about them.

7. When you’re learning something new, teach it to a friend. Let them ask you questions about it.

If you’re able to teach something well, you will be sure that you’ve understood it very well.

8. If you get yourself to be really happy and excited to see other people, they will react the same to you.

It doesn’t always happen the first time, but it will definitely happen the next time.

9. The physical effects of stress — breathing rate and heart rate — are almost identical to the physical effects of courage.

When you’re feeling stressed in any situations, immediately reframe it : Your body is getting ready to be courageous, you are NOT stressed.

10. Pay attention to people’s feet.

If you approach two people in the middle of a conversation, and they only turn their torsos and not their feet, they don’t want you to join in the conversation.

Similarly, if you are in a conversation with a coworker who you think is paying attention to you and their torso is turned towards you but their feet are facing in another direction, they want the conversation to end.

11. Confidence is more important than knowledge.

Don’t be intimidated by anyone, everyone is playing a role and wearing a mask.

12. If you pretend to be something for long enough, you will eventually become it.

Fake it till you make it. Period.

13. Not to be creepy, but if you want to stare at someone unashamedly, look directly past them and wait for them to try and meet your eyes.

When they fail to do that, they’ll look around (usually nervously for a second) they won’t look at you again for some time. This is your chance to straight up stare at this person for at least 45 seconds.

Advertising

And as suggested by Brian Stutzman:

If you’re staring at someone and get caught, DON’T turn your head or your body to look away, because that just confirms that you were staring.

Just move your EYEBALLS off the person. Unlike turning your head, it’s instantaneous. And the person will think you were just looking at something behind them and that they were mistaken for thinking you were staring. Do it confidently, and ignore any reaction from the person, and you can sell it every single time.

After a second, you can even look back at them with a “Why are you staring at me?” look on your face to really cement the deal!

14. Build a network.

Become the information source, and let the information be yours. Even grabbing a beer with a former colleague once a year will keep you in the loop at the old office.

Former coworkers might have gotten a new position in that office you always wanted to work in, great! Go to them for a beer, and ask about the office. It’s all about connections and information.

15. If you are angry at the person in front of you driving like a grandmother…

Pretend it is your grandmother, it will significantly reduce your road rage.

main-qimg-17c6060ba5491ad5af817faf5046a13b

    16. Stand up straight.

    No slouching, hands out of pockets, and head held up high. It’s not just a cliche — you literally feel better and people around you feel more confident in you.

    Advertising

    17. Avoid saying “I think,” and “I believe” unless absolutely necessary.

    These are phrases that do not evoke confidence, and will literally do you no good.

    18. When feeling anxious, clean up your home or work space.

    You will feel happier and more accomplished than before.

    main-qimg-a0187fc57b3d874f251bd06c388991dd

      19. Always buy the first pitcher or round of drinks.

      You’d be surprised how long you could drink on the phrase “I bought the first one.”

      20. Going into an interview… be interested in your interviewers.

      If you focus on learning about them, you’ll seem to be more interesting and dynamic. (Again, people love to talk about themselves.)

      21. Pay attention parents! Always give your kid a choice that makes them think they are in control.

      For instance, when I want my son to put his shoes on I will say ,”do you want to put your star wars shoes on or your shark shoes on?”

      Pro-tip: In some cases, this works on adults.

      main-qimg-0dc201c56efe2beb49b842205f253dfb

        22. Your action affects your attitude more than your attitude affects your action.

        As my former teacher said “You can jump and dance FOR joy, but you can also jump and dance yourself joyful.”

        Advertising

        23. When a group of people laugh, people will instinctively look at the person they feel closest to in that group.

        Notice who you look at and who look at you when you laugh with a group of people!

        24. If you want to build rapport or gain someone’s trust quickly, match their body posture and position.

        If someone is sitting with her legs crossed, cross your legs. If they’re leaning away from you, lean away from them. If they’re leaning towards you, lean towards them.

        Mirroring and matching body position is a subconscious way to tell if someone trusts you or is comfortable with you. If you’re sitting with your arms crossed and you notice someone else is sitting with her arms crossed, that is a good indicator that you have/are successfully built/building rapport with that person.

        25. The Benjamin Franklin Effect (suggested by Matt Miller)

        I find the basis of the Benjamin Franklin effect is very useful and extends far beyond pencil borrowing. This knowledge is useful in the world of flirting too.

        Asking a girl in your class if you can borrow a pencil or her notes or to explain the homework will make her more likely to like you than if you let her borrow your stuff or are the one to help her. Even just asking a girl to buy you drinks (facetiously) leaves a much bigger impression than offering to or actually buying a girl a drink.

        The best part is it kills 3 birds with one stone: you get the advantages of the favor itself, the person subconsciously likes you more, and it makes them more open to future favors and conversation.

        26. Handle panic and anxiety behaviors by tapping fingers (Suggested by Jade Barbee)

        When you’re feeling stressed, worried or angry, tap each finger tip while thinking (or speaking quietly) a few specific words about what is bothering you. Repeat the same words while tapping each of your 10 fingers, including thumbs.

        For example, tap while saying, “I’m so angry with her…” Doing so will likely take the charge out of the feeling and return you to a more resourceful (better feeling) state of being. It’s called EFT (Emotional Freedom Technique) or “tapping,” and it is useful in many life situations – emotional sadness, physical pain, food cravings, traumatic memories…

        Featured photo credit: Nicole Wolf via unsplash.com

        Read Next