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6 Ways To Save Yourself From Drowning In E-mails

6 Ways To Save Yourself From Drowning In E-mails

It’s a new day. Without doubt this is going to be a positive and productive day. Then it hits you. You look at your phone and see the little flashing light. You have mail. And you know it’s going to be lots and lots and lots of mail. Suddenly your mood crashes and the brightness of the day seems irrelevant. Before you do anything, you are going to have to wade through your emails.

So how do you stop yourself from getting this sinking feeling every single day and how can you turn dealing with your email into a positive and productive experience?

When You Are Drowning In Email The First Thing To Do Is To Manage The Flow

There is no other way to deal with email, you are going to need a proper system in place to confront it.  A consistent, ruthlessly applied system. If you don’t have a system and stick to it then you are never going to successfully get on top of your email problem. Your system should have a simple goal. At the end of each day your inbox will be completely empty and everything essential has been dealt with. How you set up your email filtering system is entirely up to you, but let’s outline a generally successful structure for you right now.

Step one.

Create a folder. It can be called anything you want. In this folder you are going to store all the emails that need attention, but that do not need to be, or cannot be replied to, or dealt with, that day.

An alternative to creating a folder is to make use of colour highlighting options in your email system. However, it does not feel as satisfying to see lots of coloured emails as it feels to see your inbox with less emails in it.

Step two.

Create an archive folder. This is where you are going to move anything that you think will be useful to keep, but that does not require a reply.

Step three.

This is the filtering stage. Without stopping, go through your entire inbox. If you don’t need it, then delete it. Do this liberally. If you need to follow-up on it later, move it to the action folder. If it is useful but you don’t need to take any action, archive it.

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Step four.

Deal with your email. Now your inbox only contains things that need a response right now. Deal with these as quickly as possible, trying to spend less than one minute per email.

After taking these steps, all you will have left in your inbox are the emails that need to be dealt with before the end of the day. All you need to do then is to go back into your inbox halfway through the day, go through the process again and deal with those remaining emails before you stop for the day. Also you will need to go into your actions folder once per day and work through those emails as quickly as possible.

It’s certainly not a complex system. The important point here is to have a systematic approach to dealing with your emails that achieves two aims:

1. Deals with your entire inbox in one go, leaving you a clear view of exactly what needs to be done right now.

2. Gives you a positive feeling at the end of every single day by achieving an empty inbox.

Dealing with the emails that arrive in a ruthless, consistent fashion is great. But unless you slow the flow of email you will continue to feel like you are drowning. Just like the hideous torture of waterboarding, although you are never actually going to drown, the feeling that you might have can be emotionally detrimental.

So the next step is to take some simple actions that will stem the flow of email forever.

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1. Deal with subscriptions

Take the bold step of unsubscribing from every single mailing list you are currently on. Don’t stop and think that you may want to read something at some stage, just unsubscribe from the lot. I bet you won’t miss any of it.

And if you do, then simply create a separate webmail account and use that to subscribe to mailing lists. Then when you do get spare time you can go into that account and flick through it to your heart’s content.

By doing this, you will also avoid the temptation to get distracted by the latest great thing that someone is telling you!

2. Send shorter emails

You don’t want to appear rude, but you should deal with your emails in as few words as possible. So cut corners and get straight to the point. This will save you and the person reading time.

3. Send less emails

Do you really need to reply to this email? Take a look through all the replies you have sent in the past week. How many of those were actually just acknowledgement’s or confirmations? So don’t bother sending that sort of response again. In 90% of cases the person sending it doesn’t require or expect a response anyway.

4. Utilise your email footer

Most people don’t even bother to have anything at the bottom of their sent emails by default, other than perhaps a disclaimer policy.

First of all make sure you have a proper signature there. This will stop you from being one of those people who types something like “Regards, John” 50 times a week.

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Secondly, create an email policy and put it ther which leads me to the next point…

5. Have a proper email policy

By setting-up an email policy, you can guide people into sending you better emails, or not sending them at all. This policy should be a few lines and be aimed at reducing the number of emails you get.

For example, if you don’t deal with a certain aspect of your business, perhaps your personal assistant does, then it can be tedious to endlessly forward emails to them, or respond and do their job for them.

So initially put your email policy in the footer of your emails. Then set-up an autoresponder containing that policy. In the autoresponder state that if the email pertains to certain topics people should forward the email they have just sent onto the personal assistant. Say that due to the volume of emails you receive you cannot respond personally so if they need a response they need to take action and forward it. Then you can simply delete the emails as they come in.

6. Post a frequently asked questions page on your website

It should be obvious, if you are getting the same email questions time and time again. If you are, then it makes sense to take 20 minutes to create a webpage containing answers and then include that in the email policy you have placed in the footer and in the autoresponder.

You are going to profit wildly from stopping yourself from drowning in email by gaining the most precious commodity of all. If I gave you an extra hour every day you would be delighted. Think what you could do with an extra hour per day, seven hours each week. That is a lot of time to deal with things in your business that will make you money, rather than trying to stick your fingers in the dike to stop the email flood.

The way you filter your emails will be very personal to you. You could try starting with the system I have outlined here, and then adapt it depending on the volume and type of emails you receive. The key point is to commit yourself now to setting up a mental system to ruthlessly deal with your email at the start of every day.

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Once you have done this, you can decide how many times after that you want to go into your email account each day. I would suggest a second time only, just after lunch. Anything that arrives in the afternoon can be dealt with the next morning. There is no harm in scanning your inbox before you finish for the day just to make sure nothing crucial arrives late.

But as you may have already guessed, even more important than setting up a personal system is taking active steps now to stop future emails from arriving at all. A bit of time spent now removing emails from ever arriving and educating people on the type of emails you wish to receive, and telling them what to do in all the obvious cases, can transform your position and gain you valuable time each day.

There is no magic formula for dealing with email, but once you have a system and have set up your own gatekeeper, then giving yourself more time to make money can be a reality.

Or Perhaps There Is A Magic Formula….

One way you can cut out 90% of your email time is to hire a personal assistant (PA). These can be hired from outsourcing sites for a reasonable hourly rate. You can then train them by giving them access to your business email and then using a tool such as Skype to go through your email inbox every day for a week. After that, they can log into your email account every morning and only forward emails on to you that are absolutely vital for you to personally deal with.

So the only additional step you will need to take is to set up a different mailbox. If you receive personal emails, then it’s obviously advisable to steer them into your new email account rather than allowing your personal assistant to read them. Yes this will cost money, but a freelance personal assistant will potentially cost a fraction of the money you can make by freeing up several hours per day in some cases.

I thought I would throw this idea into the mix at the very end to give you food for thought. Dealing with your inbox does not have to be a job you personally do. As long as you are confident you are dealing with the emails you NEED to deal with, why do you have to go through them all by yourself?

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Last Updated on May 22, 2019

50 Great People To Follow On LinkedIn, No Matter Your Industry

50 Great People To Follow On LinkedIn, No Matter Your Industry

LinkedIn is an excellent platform to network with great people to help you in your career and businesses. However, with over 575 million people on the site, who should you follow? This list will steer you to the right people to follow, organized by categories of expertise.

Job Search Experts

You will likely have several jobs throughout the course of your career, and you will constantly need advice on new trends and strategies out there in the job market. Here are the LinkedIn experts who you should follow on these matters.

1. Liz Ryan is the CEO and founder of Human Workplace. Her articles on job searching are filled with creative and colorful cartoons.

2. Lou Adler is the author of The Essential Guide for Hiring and Getting Hired.

3. Dr. Marla Gottschalk will help you make an impact in a new job.

4. Hannah Morgan runs CareerSherpa.net, where she gives expert advice on job searching and how to be more visible online.

5. Alison Doyle is the CEO and Founder of CareerToolBelt.com.

Management Experts

They say that people leave managers, not jobs. These experts in LinkedIn will help you become your employees’ dream manager.

6. Jeff Weiner. How can we leave out the CEO of LinkedIn himself?

7. Nozomi Morgan is an executive coach. She can help you transition from a boss to a true leader.

8. Mickey Mikitani is the CEO of Rakuten. He constantly shares his expertise in managing a global player in e-commerce platforms.

9. Andreas von der Heydt was the head of Amazon’s Kindle Content and now the Director of Talent Acquisition. He has extensive experience in management, branding, and marketing.

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Productivity Experts

By maximizing your productivity, you can win in all aspects of life. The following LinkedIn experts will help you win big in your career.

10. Gretchen Rubin is a happiness coach and the bestselling author of the The Happiness Project.

11. Carson Tate is the founder of Working Simply. She advises us to include play in our schedules.

12. Greg Mckeown is an essentialist. Part of being an essentialist is saying no to many things so that we can focus on the things that matter.

13. Brian de Haaff, CEO of Aha! Labs Inc. provides strategies on how to be productive and happy at work at the same time.

Marketing Experts

14. Sujan Patel is VP of Marketing at When I Work, an employee scheduling software. He is an expert in content marketing and he even shares his ideas on content marketing in 2020.

15. Megan Berry is the Head of Product Development at Rebelmouse, a content marketing and AlwaysOn powerhouse.

16. Sean Gardner will help you navigate the social media landscape. This includes how to use different platforms to help accelerate your career. He is also the bestselling author of The Road to Social Media Success.

17. Christel Quek is an digital and marketing expert. She is the VP of South East Asia at Brandwatch. Their products help businesses utilize social media data to make better business decisions.

18. Jeff Bullas is a digital marketing expert. His blog has over 4 million readers annually.

19. Michael Stelzer is the CEO and Founder of social media powerhouse site, Social Media Examiner.

20. If you’re looking for inbound and content marketing expertise, follow Dharmesh Shah, Founder and CTO of Hubspot.

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21. David Edelman is a McKinsey partner and is at the helm of the Digital Marketing Strategy Practice Department.

22. Dave Kerpen leads the social media software company Likeable Local. He is the author of Likeable Social Media: How to delight your customers.

23. Clara Shih is the CEO of Hearsay Social and the author of The Facebook Era.

24. Aaron Lee is Grand Master of Customer Delight at Post Planner. He is an excellent resource for everything social media.

25. David Sable is the CEO of Y&R, one of the largest advertising firms in the world.

26. Content marketing trumps traditional marketing these days, and who else better to lead you in this area than Joe Pulizzi, Founder of Content Marketing Institute.

Personal Branding Experts

Part of what we market in our personal career is our brand. When people hear your name, what kind of brand comes into their mind? What traits and qualities do they associate with you?

Here are some personal branding experts from LinkedIn to improve your own brand.

27. Dorie Clark is the author of Stand Out and Reinventing You. He can help you craft the professional image you’ve always wanted.

28. Dan Schawbel is the managing partner of Millennial Branding. If you’re a millennial, Dan is the guy to help you craft your personal brand.

Other Notable Experts to Follow

29. Lisa Gates is the expert to follow if you’re negotiating for higher salaries and promotions.

30. If you’re a Baby Boomer, Marc Miller will help you navigate the continually changing landscape of the workplace.

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31. To avoid getting your resumé moved to the “No” pile, read Paul Freiberger’s excellent advice.

32. James Caan provides insightful ideas on careers in general. He is also a serial entrepreneur.

33. Jeff Haden writes on various topics, such as leadership and management. He is the owner of Blackbird Media.

34. If you’re looking for expert business advice on getting new customers and keeping them, follow Jay Baer.

35. Suzanne Lucas, aka Evil HR Lady, is a great human resources specialist.

36. If you need help in using Twitter to boost your career, Claire Diaz-Ortiz can guide you in the right direction.

37. Ryan Holmes is the CEO of Hootsuite, a social media management tool.

38. Customers are the lifeblood of a business and Colin Shaw focuses on revolutionizing this customer experience.

39. Brian Solis often reflects on the future of business and how technology can disrupt our world.

40. Nancy Lublin provides advice on more lighthearted topics, which are perfect after a long day’s work. She is the CEO behind Dosomething.org, a portal designed for social change; and the founder & CEO of Loris.ai and Crisis Text Line.

41. Katya Andresen provides advice on how to manage your career. She was the CEO of Cricket Media and now responsible for the SVP Card Customer Experience at Capital One.

42. Gallup has created a system to test what your strengths are and how to use them at work. Jim Clifton is the CEO of Gallup.

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43. Adam Grant is a Wharton Professor and the author of Give and Take, which provides advice on why being helpful at work can accelerate your career.

44. Hunter Walk is a partner at Homebrew Venture Capitalist Company and has specialty in product development and management.

45. If you’re running a nonprofit organization, follow Beth Kanter for expert advice on this area.

46. Emotional Intelligence is necessary to succeed in your career, and Daniel Goleman is your expert for that.

47. Rita J. King connects science, technology and business.

48. Tori Worthington Rose is a Creative Director at Mary Beth West Communications, LLC. She has extensive experience in sales and digital media.

49. If you’re looking for some advice on how to use writing and personal content marketing to boost your career, follow Ann Handley.

50. Tim Brown is the CEO at IDEO and shares his insights on Leadership and Creativity.

These are just some of the key thought leaders and movers in various industries. They will provide you with constant inspiration, as well as the willpower to pursue the career that you’ve always wanted. Their stream of expert ideas in their respective fields will help you become well-equipped in your professional pursuits.

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Featured photo credit: LinkedIn Sales Navigator via unsplash.com

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