How many times have you found yourself buried under a mountain of emails that took hours to sort through? How much do you struggle to locate a vital message quickly or fail to follow up after an event? To solve your problem, we have the best email management tips for you.
People frequently mentioned email in work productivity-related articles as a time-consuming problem. And this always seems to be the case. The problem is not email — it is a medium that has changed the game in communication and provided a plethora of possibilities for quickly sending and receiving information — but the absence of the best email management resources and knowledge of tools of time management.
Best Email management Practices
In this segment, we will look at the best email management practices that will help you handle your inbox more effectively and save you time!
1. Limit the number of times a day that you check your inbox.
Keeping in mind that you have a small number of working hours, you should avoid spending too much time reading emails. Instead, schedule multiple times during your shift to search your inbox for new emails.
If you’ve been at your job long enough, you might even be able to predict when the number of received emails is at its peak. Then, when deciding the best time for email verification, you should take them into account.
This way, you won’t fall into the pit of repeatedly updating your browser. This is a good tip for time management and an effective strategy to increase productivity.
2. Reduce the amount of time you spend on average dealing with emails.
You must keep track of how much time you spend each day dealing with emails. Only in this manner can you become conscious of your time managing your email inbox and determine if you are using your time wisely. Based on the knowledge gathered, you can try to shorten the time if you believe you will do better.
3. Switch off email alerts
If you’re thinking about how to minimize the number of times you check your email during your work shift, deactivating your notifications may be the answer.
This way, you won’t be tempted to check your inbox every time you hear or see a message, and you’ll be more engaged on other tasks that are at least as necessary, i.e., increased work productivity.
You can also configure alerts for email addresses and activities that you don’t want to bypass.
Of course, this is a choice that you can consider if email checking is not your primary job.
4. Consider pre-made templates, For answering similar types of emails
If you receive the same form of email regularly, this will save you a lot of time. All you have to do is build a few models for the most common situations and slightly modify them to suit the actual situation before submitting them.
You won’t have to waste time typing the same responses repeatedly if you use pre-made templates. Instead, you will be able to refocus and pay attention to more complex and time-consuming activities. Increase productivity by using already available templates.
5. Do yourself a favor and unsubscribe from useless newsletters that add little value to your life.
Without a doubt, this is one of the best email management and time management tips for you.
The fact is that most people are unaware of how many hours they waste going through meaningless too many emails, even though they open them to delete or mark them as irrelevant.
So, if you unsubscribe and avoid receiving occasional meaningless newsletters and automatic notifications, you can increase work productivity.
Our favorite Email management Plugins to use
So, what resources can you use right for best email management and increase your work productivity and regain control of your time? Here is a list of our top recommendations to assist you:
- Mailman
Mailman is the best email management application that filters out unimportant emails. This plugin decreases interruptions and boosts productivity. Mailman is a Gmail email management program, which means it only works with Gmail. Mailman is compatible with various email clients, including Apple Mail, Spark, Mailbird, Polymail, and Superhuman. Mailman’s primary function is to sort and separate email messages and allow you to set the time and frequency of email delivery based on your needs.
What sets Mailman apart especially, is its batch delivery system. Here, you can set Mailman to deliver your emails at a time convenient to you. This feature along with Do Not Disturb feature, makes Mailman the best email management app.
- Asana
Another standard productivity method for managing work and tasks within a team is Asana. When combined with Mailman, it can turn your mailbox into a productivity workstation where you can manage correspondence and organize tasks and alter statuses with a few clicks. It’s an excellent way for businesses to increase their email productivity.
- Hiver
Hiver is a Chrome extension that serves as an email management tool for Gmail. This is advantageous since many people are already comfortable with Gmail, so you would use the app to handle emails with relatively little effort. It’s similar to a support desk, except for Gmail. If you want prompt and empathetic customer service, Hiver should be your first port of call. Hiver is known for its customer service.
Choose the best email management strategy
You are the master of your fate, productivity, and time. You have all the resources available at your disposal for the best email management practices. If you are reading this article, it means you need some severe mailbox management. This article has compiled the best email management tips and plugins to help you increase your productivity and assist you in time management.
FAQs
1. Microsoft outlook
2. Gmail
3. Thunderbird
4. AOL mail
5. Apple mail
1. Use filters and labels.
2. Use folders to sort your emails into categories.
3. Organize your emails using labels and flags.
4. Set an email management schedule to process emails everyday.
Effective email management is done by using filters, folders and flags to manage your emails without wasting time in your inbox.
Some alternatives for Outlook as best email program are Gmail, Thunderbird, BlueMail, etc.
