Advertising
Advertising

Save Time on Email With These 10 Awesome Tricks

Save Time on Email With These 10 Awesome Tricks

Do you spend a majority of your time checking and sending emails? These days it seems like everyone does. It’s become a sort of obsession to keep tabs on the emails that we are receiving. If you dislike emails occupying most of your time, the ways below should help you save time. These tricks are designed to work with the features currently available in G-mail. Check your email provider to see if similar features are available.

1. Use labels to categorize emails

Labels are a way of managing your email and putting them in the appropriate folders where they belong. Think of labels as categories, wherein you separate your work emails from your personal emails and so on. So the next time your friend shoots you an email, it’ll appear in the label named as FRIEND in your inbox. It’s interesting, isn’t it?

Advertising

2. Canned responses

Do you find yourself typing the same email over and over all the time? Canned responses, or email templates, can help you. What this does is let you save a copy of the email that you write frequently, and then provides you an easy way to retrieve it when you want. Check out the video below to find out how to use email templates in G-mail.

3. Use keyboard shortcuts

You should make using keyboard shortcuts your habit, at least as long as you’re in the field of information technology. By doing so, you’ll save a lot of time on emails and can use that time to do something creative. For instance, if you want to compose an email without hitting that Compose button, simply hit the appropriate shortcut keys and it should do the magic. I’m sure you’re capable of finding shortcuts for your email program!

Advertising

4. Get rid of unwanted email

Most of the times I find my inbox cluttered with offers and unwanted spam. Although my email program filters out some emails, I still see some of them making it to my inbox. What can you do about it? Just hit that Unsubscribe link that appears at the bottom of the message and you should be all set. In case you don’t see it, hit Report as Spam and it’ll never appear in your inbox again. Be sure you aren’t abusing the Report as Spam link, however. If its an email you subscribed to, marking it as Spam will affect other users who actually want to see that email.

5. Load email in a faster environment

If you’re on a high-speed internet connection, you should start using the faster version of your email. G-mail has got both: a lighter view and a faster view. When you click on an email, it’ll appear instantly instead of reloading the whole page, saving you a few seconds (or maybe a few minutes, if you’re on dial-up) with your email.

Advertising

6. Use email auto-responders

Whether you’re on a vacation or just want to show people you’re a quick email-replier, set-up an email auto-responder that’ll automatically reply to the emails that you get. If you’re on vacation, you can simply set the responder to say when you’ll be back at the office. It will save you time that you’d have otherwise spent on writing out that email!

7. Use email apps if you’re on mobile

If your smartphone is what you use for all of your emailing purposes, you should get an app that can handle all of this for you. While there may be separate apps for each of your email programs, I’d recommend going for the Mailbox app, as it’s got no clutter. It’ll just be just you and your emails in the app. Saved you a bit of your time, didn’t it?

Advertising

8. Say NO to Facebook and Twitter for emails

Whenever a friend of yours posts something on Facebook or Twitter, you can get an email notifying you. These notifications really make no sense to be in your inbox, as they can also be seen by going to these websites. Head over to both of these websites (and other social sites that you’re active on), disable the email notifications option, and you should be all set.

9. An IM is better than an email

You might say I’m unprofessional for recommending instant messaging (IM) instead of professional emails. But if sending an IM can save you the headache of sending a long email, wouldn’t that be preferable? If someone reaches out to you asking for a little help, sometimes an IM would be more appropriate than a formal email.

10. Do NOT use emails for your to-do list

Most people have a tendency of using emails as their to-do list. When they have to do something, they simply send an email containing the message to themselves. So the next time they look at their inbox, they can remind themselves about the task they should do. You should STOP doing this. There’s a number of to-do or task tools out there to make use of and save your inbox from becoming clogged. It’ll help you find your most important emails so you can work on them instead of wasting time.

Featured photo credit: Detail of Girl’s Hands Typing on MacBook/Viktor Hanacek via picjumbo.com

More by this author

Save Time on Email With These 10 Awesome Tricks

Trending in Productivity

1 How to Influence People and Make Them Feel Good 2 How to Be a Good Leader and Lead Effectively in Any Situation 3 Does the Pomodoro Technique Work for Your Productivity? 4 A Stress-Free Way To Prioritizing Tasks And Ending Busyness 5 4 Things Every True Leader Wants You to Know

Read Next

Advertising
Advertising
Advertising

Last Updated on March 23, 2021

Manage Your Energy so You Can Manage Your Time

Manage Your Energy so You Can Manage Your Time

One of the greatest ironies of this age is that while various gadgets like smartphones and netbooks allow you to multitask, it seems that you never manage to get things done. You are caught in the busyness trap. There’s just too much work to do in one day that sometimes you end up exhausted with half-finished tasks.

The problem lies in how to keep our energy level high to ensure that you finish at least one of your most important tasks for the day. There’s just not enough hours in a day and it’s not possible to be productive the whole time.

You need more than time management. You need energy management

1. Dispel the idea that you need to be a “morning person” to be productive

How many times have you heard (or read) this advice – wake up early so that you can do all the tasks at hand. There’s nothing wrong with that advice. It’s actually reeks of good common sense – start early, finish early. The thing is that technique alone won’t work with everyone. Especially not with people who are not morning larks.

Advertising

I should know because I was once deluded with the idea that I will be more productive if I get out of bed by 6 a.m. Like most of you Lifehackers, I’m always on the lookout for productivity hacks because I have a lot of things in my plate. I’m working full time as an editor for a news agency, while at the same time tending to my side business as a content marketing strategist. I’m also a travel blogger and oh yeah, I forgot, I also have a life.

I read a lot of productivity books and blogs looking for ways to make the most of my 24 hours. Most stories on productivity stress waking up early. So I did – and I was a major failure in that department – both in waking up early and finishing early.

2. Determine your “peak hours”

Energy management begins with looking for your most productive hours in a day. Getting attuned to your body clock won’t happen instantly but there’s a way around it.

Monitor your working habits for one week and list down the time when you managed to do the most work. Take note also of what you feel during those hours – do you feel energized or lethargic? Monitor this and you will find a pattern later on.

Advertising

My experiment with being a morning lark proved that ignoring my body clock and just doing it by disciplining myself to wake up before 8 a.m. will push me to be more productive. I thought that by writing blog posts and other reports in the morning that I would be finished by noon and use my lunch break for a quick gym session. That never happened. I was sleepy, distracted and couldn’t write jack before 10 a.m.

In fact that was one experiment that I shouldn’t have tried because I should know better. After all, I’ve been writing for a living for the last 15 years, and I have observed time and again that I write more –and better – in the afternoon and in evenings after supper. I’m a night owl. I might as well, accept it and work around it.

Just recently, I was so fired up by a certain idea that – even if I’m back home tired from work – I took out my netbook, wrote and published a 600-word blog post by 11 p.m. This is a bit extreme and one of my rare outbursts of energy, but it works for me.

3. Block those high-energy hours

Once you have a sense of that high-energy time, you can then mold your schedule so that your other less important tasks will be scheduled either before or after this designated productive time.

Advertising

Block them out in your calendar and use the high-energy hours for your high priority tasks – especially those that require more of your mental energy and focus. You also need to use these hours to any task that will bring you closer to you life’s goal.

If you are a morning person, you might want to schedule most business meetings before lunch time as it’s important to keep your mind sharp and focused. But nothing is set in stone. Sometimes you have to sacrifice those productive hours to attend to other personal stuff – like if you or your family members are sick or if you have to attend your son’s graduation.

That said, just remember to keep those productive times on your calendar. You may allow for some exemptions but stick to that schedule as much as possible.

There’s no right or wrong way of using this energy management technique because everything depends on your own personal circumstances. What you need to remember is that you have to accept what works for you – and not what other productivity gurus say you should do.

Advertising

Understanding your own body clock is the key to time management. Without it, you end up exhausted chasing a never-ending cycle of tasks and frustrations.

Featured photo credit: Collin Hardy via unsplash.com

Read Next