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7 Ways To Manage Emails So They Don’t Eat Up Your Time

7 Ways To Manage Emails So They Don’t Eat Up Your Time

If you are like me, then you probably spend a good amount of time each day managing your e-mail. However, I would probably be spending much more time if I did not find efficient ways to manage my email inboxes. I have heard of others complaining about their e-mail inboxes containing over 1,000 unread messages, and well, that just amazes me.

Below are tips to effectively and efficiently manage emails in your life.

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1. Do not check your e-mail excessively.

Yes, checking your e-mail and handling them as they come in is nice, but if you are obsessively checking your e-mail and wasting time by re-reading the same e-mails over and over again, then you are not saving any time. Set a designated time (or times) each day to read and reply to e-mails. This will significantly help you have a better work-life balance.

2. Label your e-mails.

With most e-mail inboxes, you should be able to label your individual e-mails. This way you can label certain e-mails as items that you need to immediately respond to, items that can wait, items that are personal, items that are business related, and so on. Labeling your e-mails can save you a lot of time because you can glance over the e-mail instead of having to open it up.

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Also, if you read an e-mail and you determine that it can wait until later to respond to because it is not urgent, you may want to label it as “unread” so that you do not forget to reply to it later. This way you can easily skim through e-mails and determine what needs to be responded to immediately and what can wait until later.

3. Have a template.

If you find yourself saying the same thing to multiple people, then you might want to create a standard template. Of course, you should still personalize these e-mails if you can, but if you say the same thing in many e-mails, then having a template can save you a lot of time.

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4. File your e-mails once you are done.

A clean e-mail inbox is a wonderful thing. Once you are officially done with an e-mail, completely file it away so that it does not show up in your main e-mail inbox anymore. This way you will not waste time by wondering if you have read the e-mail yet or not. Instead, you will know that the work is done because the e-mail is gone.

Also, having a smaller number of e-mails show up in your inbox can be refreshing and less stressful.

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5. Unsubscribe from website e-mails that you do not use.

Everyone receives e-mails that they never open but receive all the time. If you have these type of e-mails popping up in your e-mail inbox daily or weekly, unsubscribe from them. These can be from retail stores, social media websites, and so on. Also, turn off any notification alerts to websites that you do not really need notifications to.

6. Handle e-mails as you read them.

Instead of reading every e-mail in your inbox before responding or handling any of them, you should try to handle each e-mail as it comes in so that you do not have to spend time reading each e-mail more than once. Read and be done with it.

7. Do not send as many e-mails.

If you do not want to receive many e-mails, then do not send as many out. It is that simple. The more e-mails that you send, the more e-mails that you are likely to get back.

More by this author

Michelle S.

Founder of Making Sense of Cents, a blog about personal finance and traveling.

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Last Updated on May 28, 2020

18 Best Time Management Apps and Tools (2020 Updated)

18 Best Time Management Apps and Tools (2020 Updated)

No one can dispute the countless benefits technology has brought us. Undoubtedly, it has allowed us to connect, perform, improve, and leverage our resources beyond what was once imaginable.

If you’re not taking advantage of some of the hundreds of time management apps and tools out there, you’re definitely missing a trick.

But with so many apps to choose from, how do you know which ones to use?

Well, this will depend on your needs. That’s why we’ve put together a list of 18 of the best time management apps that can help you with the most common challenges of managing time.

Let’s dive straight into the list.

1. Rescue Time – Use Your Time Wisely

    If you have doubts if you are using your time sensibly, this app will send you weekly reports to indicate what things are stealing your time. Aside from its automatic time-tracking feature, this app also has distraction blocking and efficient report tools.

    RescueTime helps you avoid being overwhelmed by too many tasks. This app also has a team software that’s dedicated to time management among team members. With this app, you may be shocked to discover how much time you’re actually wasting.

    Available on iOS, Android, and Desktop

    2. Remember The Milk – Keep on Top of All Your Tasks

      If you’re struggling to manage everything you have to do, and you work with many different devices, then this is the app for you. It’s a great free tool that is compatible with your mobile, computer, Gmail, Outlook, etc., and it allows you to sync all your devices for easier time management.

      This app will help you to manage your tasks easily and reminds you of them – wherever you are. You can share tasks and lists with others, making it a great tool for teams as well.

      Available on iOS, Android, and Desktop

      3. Focus Keeper – Boost Motivation to Complete Tasks

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        This app is based on the principles of the Pomodoro Technique, and it is aimed at individuals who procrastinate and feel overwhelmed by tasks. It has a simple, efficient user interface that is easily customizable based on your needs.

        Focus Keeper is designed to enhance your focus and remove any anxiety you might have with time pressures. This is a great app to use if you want to prevent yourself and your team from being burned out.

        Available on iOS, Android, and Desktop

        4. Toggl – Keep Track of Time Spent on Projects and Tasks

          Effective time management starts with being clear on exactly how much time you actually spend on your projects and tasks and through analysis – working out how you can manage them more effectively. Toggl allows you to do all this even with its simple design.

          Toggl includes great time-saving features integrated with its intuitive interface. This is a great alternative to time-sheets if you need to track how much time you spend on different projects.

          Available on iOS, Android, and Desktop

          5. Dropbox – Store and Send Large Files Easily

            There are many apps that allow you to transfer content from your computer to other devices, but Dropbox is free and it is easier to use than the others. With the Dropbox app, you can even access and share important files on the go. It is an easy way to share your files and documents with others for improved productivity.

            Available on iOS, Android, and Desktop

            6. Evernote – Keep All Your Notes in One Place

              Evernote is a free productivity tool that allows you to capture all your ideas, thoughts, and images in many different ways (e.g., with voice, notes, or images). You can even record your meetings, interviews, speeches, and ideas, create lists, add voice or text attachments, and share your files with friends. You can also sync Remember The Milk with Evernote to better optimize your time.

              Available iOS, Android, and Desktop

              7. MindNode — Focus on Tasks at Hand With Mind Mapping

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                Mind mapping is a great productivity technique, and Mindnode is one of the best free mind mapping apps available. It helps you to become more organized by focusing your thoughts – thereby gaining clarity on what needs to be done.

                This app allows you to customize various visual tags and templates to suit your needs. You can also easily share your documents with others.

                Available on iOS and Desktop

                8. GoodSync – Back Up and Sync Your Files Effortlessly

                  This software allows you to back up, restore, and synchronize your files easily. It supports folders from a variety of locations, and it has filtering options that let you exclude subfolders from synchronizing.

                  This app also allows you to sync files to and from your phone. If you have never backed up your files before, you should definitely take a look at this tool.

                  Available on iOS, Android, and Desktop

                  9. MyLifeOrganized (MLO) – Manage Your To-Do Lists Effectively

                    Check this out if you find it difficult to manage all your tasks, work with your to-do lists, and organize your goals. This task management software helps you target what you should be focusing on to reach your objectives.

                    MyLifeOrganized is one of the best task management apps for focused work. It automatically generates to-do lists with priority actions for your immediate attention so that you can track your progress methodically.

                    Available on iOS, Android, and Desktop

                    10. 1Password – Have All Your Passwords Remembered

                      1Password allows you to keep all your passwords in one encrypted database – protected by one password. This saves you time when you forget your passwords and need to retrieve them. This also allows you to use various passwords for different accounts so you don’t compromise on security.

                      Available iOS, Android, and Desktop

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                      11. Pocket – Keep Your Eye on the Ball

                        When you’re surfing the web, it’s easy to get distracted by enticing and fascinating websites. That’s why you need effective time management apps like Pocket. You can use this tool to save your ‘finds’ to access and read later on at a convenient time. This prevents you from getting distracted and negatively impacting your immediate work.

                        Available on iOS, Android, and Desktop

                        12. Focus@Will – Boost Your Attention Span

                          This amazing app combines neuroscience and music to boost your productivity. According to the developers, it’s possible to increase your attention span by up to 400% using Focus@Will, making this one of the best time management apps available.

                          Focus@will is ideal for those who find it difficult to focus while studying, working, or reading. It also helps you control your ADD.

                          Available on iOS, Android, and Desktop

                          13. Alfred – Interact With Your Computer in a Smart Way

                            This small and simple tool allows you to launch your documents, project files, folders, and bookmarks with just a few keystrokes. This makes life so much easier as you don’t need to go through the start menu to access what you want. The only downside is that it’s only available for macOS.

                            Available on desktop (macOS)

                            14. Forest – Boost Your Focus by Growing a Forest

                              Forest is a unique reinvention of time management apps. This unique and fun app helps you stay focused and on-track by making you focus on another thing.

                              The concept is simple: whenever you want to focus, plant a virtual tree. If you stay focused, the tree will grow. If you lose focus, the tree will die. As the app’s name implies, you can grow multiple trees to create a virtual forest!

                              Available on iOS, Android, and Desktop (Firefox Add-on)

                              15. Trello – Track Your projects in a highly visual way

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                                Trello is a hugely popular app that you may already be familiar with. It works by allowing you to create cards for tasks that you need to complete. Each card moves across the Trello board, which is typically broken into columns such as To Do, In Progress, and Completed. This serves as your cue to start working on and completing the associated tasks.

                                Available on iOS, Android, and Desktop

                                16. Quire – Unfold Your Ideas

                                  Quire is an innovative time management app that helps boost your team’s productivity. The strength of this app lies in its features for collaboration and ease of sharing. You can streamline and adjust your workflow based on your team’s needs and preferences.

                                  Available on iOS, Android, and Desktop

                                  17. TimeTree – Have a Shared Calendar With Your Family

                                    This TimeTree app allows families or teams to share multiple calendars and appointments with each other. So, whether you’re planning a party or running a local sports team, Time Tree can keep everyone up-to-date with all current and upcoming activities and events.

                                    Available on iOS and Android

                                    18. Todoist – Capture and Order All Your Tasks and Activities Easily

                                      Todoist is close to being the ultimate digital to-do list and one of the best time management apps out there. It’s available via browser and app, and it lets you schedule all your tasks and activities. Each item can be flagged for priority as well as a given due date. There is also a neat option to add notes to any of your tasks.

                                      Available on iOS, Android, and Desktop

                                      Final Thoughts

                                      The above list covers what we consider to be the very best time management apps and tools available. And the good news is that many of them are completely free of charge!

                                      So, what are you waiting for? Select the ones that will be the most valuable to you, and begin boosting your productivity now!

                                      More Productivity and Time Management Apps

                                      Featured photo credit: freestocks via unsplash.com

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