When using your email appropriately, it can be an incredibly useful tool of communication.
We may feel a bit overwhelmed by the volume of mail that we receive and need to answer. Nevertheless, there are several ways to organize your inbox so that you're more productive. Let's explore strategies for doing so, so that you can get on with the real work at hand:
1. Don't be afraid to delete
Take action on every email you read. Don't save it or move it into a folder to deal with at a later time. If you're unable to take immediate action on your mail, have someone else take care of it and delete it. You don't need to respond to every email, and there is no reason to save it for later.
2. Setup rules, filters, or labels
All updated email software and online email services have rules, filters, or some form of labeling system that enables you to transfer and otherwise organize all incoming email. Use these options to organize and prioritize your email and get to what's most urgent first.
3. Automatic replies, FAQs, and canned responses
Have you ever used the same response repeatedly? If you have, please try building a list of your most common responses that you can easily copy and paste. Copy-pasting your replies will save you at least 5 minutes per email response, depending on the depth of the support needed.
4. Keep it simple
People over complicate things many times with regards to their email by creating scores of folders to help them organize their emails. They every so often forget to keep their email organization simple. If there's no way of getting around your need for creating folders for storing emails, then use the rules to separate your messages into the folders. Folders can save hundreds of hours you may be spending thinking about and organizing each of the e-mails you receive.
5. Unsubscribe from mailing lists
Although you set a goal for subscribing to the various newsletters or other email lists, these are more of a huge distraction to you than you would like to admit. It's junk in its purest form. Unsubscribe from any lists that you have not frequently been reading.
6. It's your email, not your calendar or to-do list
A person’s inbox, for both personal and business use, is full because they are treating it as if it's a calendar or to-do list. Your email is not intended for this. Use a separate application or use text document to save the list of tasks you need to carry out or that keep track of your calendar of events.
7. Use groups
Should you email the same people frequently, set up a group or email alias. It's called a Distribution List in Outlook, for instance. This will not only save you time, but you'll also set yourself up for easy deleting tactics.
If you find that none of this helps, or you simply do not have the time to do it and still are dealing with mountains of emails, your Virtual Assistant at Virtually Empowered will waive their magic wand and take care of it all for you and more!