We in the corporate world, or otherwise, are defined by our work culture of emails. They also structure our work culture and strengthen it. But there still is a thing like too many emails. As important as they are, they do tend to burden all working professionals. And reducing them can reduce productivity at the workplace and warrant the need for efficient email management.
5 Tips to curb too many emails
Certain practices, like the ones listed below and effectively curb the inbox count. With the idea of Inbox zero at its core, these email management strategies can reduce the burden of too many emails.
- Sort it out
The main problem with a heavy inbox is the absolute load of it. Handling a huge amount of inbox not only takes time but also patience. Email management softwares like Gmail now allow you to set filters to sort through the bunch of incoming messages. These filters could also be used to divide the new ones according to a sender, or a subject line, or urgency. These filters point to separate folders. Thus all incoming messages are sorted into these folders.
This email management strategy also helps you sort your way through the barrage of mail one faces. It hence makes it easier to reply to essential messages, knowing that they are sorted out appropriately.
- Deal and Delete
All the sorting can get you nowhere if you don’t deal well with an email itself. Each can either be dealt with immediately or sometime later. Both of these scenarios also depend on how long the task might take. Also if it’s a task you can get through in a minute, do it and delete it for efficient email management. A task that would take longer, can be scheduled for later without dwelling on it. Whichever of these two you choose, you can get back to your task at hand at the earliest.
Deletion might seem extreme to the ones who might need it for a future reference. Archiving comes to the rescue here as the best management tool here. Archived emails take lesser space too, contributing to better management. Lighter inboxes mean no more excessive messages.
Most of the messages in our inboxes are deletable. And these are primarily newsletters or product alerts or something in those lines, that isn’t productive. In these cases, unsubscribing from these sites is the best way out. Free email management softwares like HelpNinja, Gmail Unsubscriber, Unroll.Me can handle that for efficient management.
But what if you need some of these subscriptions? Well in that case, you could make an account id separate from your work or professional one. Thus your work inbox stays away from too many emails, heads to inbox zero, and you do not miss out on your beloved newsletters.
- Make a to-do list
Emails are but tasks assigned to us in some form or the other. Converting them into tasks is hence the most strategic thing to do. Firstly, this reduces the number of messages you end up with. Secondly, all your inbox will take seconds to comprehend. This not only saves time but also increases your productivity level.
Email management softwares like ToDoist and Trello function mainly as project management tools. They also help convert your inbox into tasks assigned to you, equipped with reminders and collaborative tools. Completing these tasks, closes the task label while also leading your inbox to zero.
- Use email management software and extensions
As useful as the above-mentioned strategies are, too many emails might still need more help to be tamed. Various email management softwares for different purposes are now also available. These form a prime foundation for your strategy. Tools like Mailman, Gmelius, etc are highly recommended for better email management gmail.
Email management softwares also function independently as an app different from your inbox. Extensions, on the other hand also, work right within your software. Extensions like Boomerang, Simple Gmail notes, FlowCrypt Gmail Extension have been touted favourites.
Take control of your inbox
Inboxes are instrumental to our daily working life. But they are only as effective as we let them be. Management strategies too are only effective when we use them well. These tips are their most effective with a more manageable inbox. The bigger the inbox gets, the more is there a need for email management softwares like Mailman. Let these email management softwares make your inboxes lighter than ever.
1. Sort your inbox out in folders and set filters for incoming emails.
2. Deal with your inbox as per a schedule and immediately delete or archive it.
3. Unsubscribe from newsletters to lighten your inbox.
4. Turn your messages into a to-do list to get to inbox zero faster.
5. Use email management softwares like Mailman to manage your inbox easily.
They allow us to do efficient email management using tips like email schedules, softwares and using folders and filters.
1. Schedule email processing timings.
2. Use email management tools like Mailman.
3. Use folders, filters and labels optimally.
4. Don’t delay responses.
5. Convert emails to tasks.
1. Use flags and labels provided by gmail.
2. Set appropriate filters in softwares.
3. Periodically review your inbox management settings.