There are many email management tips and strategies all over the internet. All of these work for people with different email management habits and might not apply to you. Finding the best way to manage emails in Gmail is all about striking the right balance between using and exploiting emails. 

The best way to manage emails in Gmail

best way to manage emails in gmail

The below-mentioned email management tips are designed to fit everybody’s email management needs. Thus you can configure these tips to find your best way to manage emails in Gmail. 

Using email productivity tips is the best way to manage emails in gmail

Email productivity is the act of being more efficient when using emails. This means you must use all your email-related activities to help you in the best way to manage emails in Gmail. Some email productivity tips include:

1. Use email management softwares

Managing your email with the inbox zero methods becomes possible with email management apps. Apps like Mailmanhq can help you schedule your emails such that they do not cause a distraction to you. Mailmanhq, in particular, is our favorite email management software because of its batched delivery system. With this feature, Mailmanhq delivers emails only when we can deal with them. This feature combined with the ‘Do Not Disturb’ feature is what makes Mailmanhq the best email management software and hence the best way to manage emails in gmail.

2. Assess your email productivity habits

How you manage your email productivity depends on the type of emails you get. Is your work email inbox full of personal emails? Then divert them to your personal email account to reduce the number of emails. Are there too many emails that are spam? Unsubscribing and deleting them is the way to choose the best way to manage emails in gmail. Asking yourself similar questions can help you understand your email management habits better to improve email productivity. 

3. Use the 2 minute rule for better email productivity

The 2-minute rule is all about asking yourself the question: Does it take less than 2 minutes to process this email? The answer to this question will determine your next course of action for the best way to manage emails in Gmail. If the answer is “Yes,” it’s best to reply right away, archive the message, and move on to the next email. Replying to those quick emails right away can save us ample time in the long run. If “No,” then put it on your to-do list, archive it, and move on to the next email.

4. Use email templates 

More often than not, we write emails including emails of introduction, emails of invitation, or of a follow-up. Such emails might be similar but end up taking loads of our time. Taking out a few minutes to design email templates can prove to be a great tip for time efficiency and thus give the best way to manage emails in gmail. Use software like Beefree.io to make handy email templates and master your emails.

Process your emails on a schedule 

Email management and hence email productivity, take up ample of our time. But often the result of our efforts is minimal as compared to the time we put in. Hence scheduling our email management habits is necessary. An email management schedule will dictate how many times you check your emails and how long you spend on an email to help you choose your best way to manage emails in gmail. It has been studied that over-checking email wastes 21 minutes per day. If people checked their email hourly rather than every 37 minutes, they could cut six email checks from their day. 

Write emails BETTER

Writing inefficient emails is yet another reason we have to deal with too many emails. In order to master your emails, you must learn to write mindfully. 

  1. Firstly, clarify the intention of the email you are writing. Design your email accordingly, highlighting the most important point in the beginning of the email.
  2. Be clear about what you need from the recipient of the email for the best way to manage emails in gmail.
  3. Make sure that your subject line is short but sums up the intention of the email.
  4. Keep the email as concise as possible, without skipping any important points. 

Consume emails sensibly 

Your email diet determines how you master your emails everyday. Handling your inbox email management sensibly is the only way to tame your inbox.

  1. Use the 2 minute rule to decide your first course of action as soon as you receive an email.
  2. Prioritize how important an email is as compared to the task you have at hand. Manage your to-do list accordingly.
  3. Flag emails that you need to take a look at later. Make sure the emails you have already dealt with are archived or deleted.

Choose your best way to manage emails in Gmail

Understanding your email management habits is crucial in figuring out how to manage your emails in the first place. Getting better with time management is also one important factor that leads to better email management as you give more time to tasks that actually matter to your productivity. 

FAQs

What is the easiest way to manage emails in Gmail?

1. Use filters and folders to organize emails.
2. Star or flag important emails to differentiate them.
3. Convert emails to to-do lists to get through them easily.
4. Snooze emails that need more work to get done.

How do I organize my emails in Gmail?

1. Use filters and folders to organize emails.
2. Star or flag important emails to differentiate them.
3. Convert emails to to-do lists to get through them easily.
4. Snooze emails that need more work to get done.

How do I clean up thousands of emails in Gmail?

Select All emails, and select all conversations, then click the Trash icon.

How do I organize my Gmail 2020?

1. Use email management softwares like Mailmanhq.
2. Respond to emails promptly using the 2 minute rule.
3. Delete the emails after you deal with them.
4. Delegate emails if they suit someone else’s responsibilities better.
5. Organize your emails with folders, filters and labels.