It is another day at work. It will be most likely, spent on uncluttering your inbox. One thing that contributes the most to derailing our progress is our management skills. Be it time or emails, you need to manage skillfully, or else one ends up wasting time. Here the importance of email management Gmail comes into the picture.
“Ask yourself. If I’m spending time and attention to so many different inboxes in so many places at so many times, is it any wonder that I’m very stressed out?” says Merlin Mann, the man who generated the idea of inbox zero. When your inbox starts driving you crazy, you need to take action and not suffer in silence. But what action are we talking about exactly? We are talking about email management in Gmail.
What is email management gmail?
Email management is synonymous with time management, efficiency, and productiveness. These skills may look hard to master but are utterly fundamental and demanded. Once you learn to use the features offered by Gmail, you will realize how easy it is to achieve inbox zero. Mastering email management in Gmail is a piece of cake. Email Management apps like Mailman help you achieve inbox zero and peace of mind. You need to know the tricks and practice them a bit to understand what method suits you the best. And voila! You are now the master of your time.
Email management in Gmail can seem stressful, frightening, and challenging to do, but only if you are unaware of what it means. In reality, spending 10 years of our life just sorting out our emails is more way more horrifying than anything else. According to statistics, an average worker spends more than 11 hours a week on their emails. According to the stats, 84% of employees, while working, keep their emails open in the background. This time could be spent on doing so much more productive things and maybe even on leisure activities. After all, we weren’t born to spend 50% of our lifetime sorting out emails and getting frustrated.
Now that you know what special difference email management tools can bring into your life, we won’t spend another minute telling you what email management is and will dive straight into how you can master it.
How to master email management gmail and manage emails?
To master email management in Gmail, follow these 5 steps that can help you increase productivity and have effective email management.
- MUTE CONVERSATIONS
One major factor responsible for keeping your inbox from reaching zero is spamming emails. With Gmail, you can easily mute conversations where you aren’t involved for the time being but are a part of it. Furthermore, with email management apps like Mailman, you can use the ‘Do Not Disturb’ mode and set a time frame during which you do not wish to receive them. You will still be able to access them after the specified time frame.
- LAYOUT FEATURE
But what after the set time frame is over and all emails start filling your inbox again? You wouldn’t want to receive all the emails unevenly. The time you will spend on checking and categorizing every email, you should instead spend doing more productive work. This is where the layout feature comes in.
You could use Gmail’s Layout feature to decide what type of emails should be placed first in your inbox. Should the important ones be placed first, or the starred ones default, or the unread ones? You can also set the app to show the priority ones first or keep it in default mode. The emails fitting the specified criteria appear in the top view of the inbox while the rest appear below it.
- PREVIEW PANE
Now that the receiving part is clear to you, what about the viewing part. You receive emails in your desired format, but can you also view them in your desired pattern? Yes, you absolutely can. When your view was cut short of the main text, you now get to use the Preview Pane feature to get a proper preview of each incoming email.
- CREATE LABELS AND FOLDERS
Once you receive your emails in the desired pattern, you would want to categorize them into different sections to avoid perplexity and disorder. That’s easy too. You must be aware that Gmail provides you with labels and folders to help you segregate your emails. But they don’t always prove to be sufficient for your needs.
So, with Gmail, you can easily create customized labels and folders of your choice. Instantaneously, you can create a folder with this label, and tags get added next to the concerned email’s subject line. You can also formulate sub-labels. Gmail also lets you color-code your tags, making it less challenging for you to spot separate emails.
- CREATE FILTERS
Additionally, you can allow Gmail to apply labels to your incoming emails, which as a result, saves your time and effort. You can let Gmail take care of redirecting your emails into their concerned folders. How? Creating filters can help you do. You can choose to filter your messages by subject lines, sender, keywords, or even attachments, among other options. You can apply to all your conversations that fit the set criteria.
Email management apps like Mailman also help you to block unimportant emails. This productivity tool lets you decide how to handle a new sender, whether you wish to keep receiving messages from them or want to stop them.
To help Gmail pick up your pattern, you can star essential mark emails and tag them. The algorithm will eventually catch up and prioritize your emails for you.
How do I manage the emails I sent?
We talked about the various ways in which you can manage your incoming emails to achieve inbox zero. But many times, your ‘sent’ emails also account for the clutter in your inbox. Gmail provides you with a handful of facilities to help you manage the emails you send.
SEND AND ARCHIVE-
You can decide whether to send a message traditionally or to send and archive it immediately. If the email is assigned a label, then it will move to the concerned folder. The archived message will reappear when the recipient replies to it. This way, you can keep your inbox as straightforward as possible.
Keeping a constant track of your sent emails can eventually wear you out. By turning on the Nudge feature, you let Gmail remind you to follow up on sent emails and reply to emails you haven’t responded to.
So now you know the features that will help you manage your sent and received emails, but what about responding to emails?
How do I efficiently respond to emails?
Replying to your emails takes time too. Email management in Gmail is about mastering every domain. Hence, we will also tell you how to respond comprehensively and make the most use of Gmail.
To save even more time and become a pro at email management in Gmail, you can use the ‘Smart Reply’ feature. This feature shows you response suggestions per the email you are received.
Likewise, the Smart Compose option helps you write full-length responses. With the help of The Smart Compose Personalization option, this feature improves its writing suggestions by adapting to your writing style.
You can also respond to a text with pre-formulated texts by using the ‘Canned Responses’ feature.
Is email management Gmail achievable?
We are wasting our precious time and Gmail’s potential by not using Gmail to the fullest. Since you can neither totally run away from your emails nor can you keep an eye on them every minute, Gmail itself provides efficient and advanced features to help you systematically deal with your emails. Focus on being productive instead of being busy is the mantra one should follow while dealing with too many emails.
Email management in Gmail is a specific skill that you can quickly master with time. Gmail’s simple, efficient yet advanced features help you take control over your emails and not vice versa.
It doesn’t matter if you have just discovered email management apps because it’s better late than never. Beating yourself up isn’t the solution. You need to apply these tricks to your inbox, sit back and watch your inbox unclutter effortlessly.
A feeling of accomplishment would hit you after mastering email management in Gmail. It is indeed a significant achievement after all since you saved an enormous amount of time from getting wasted. You would achieve a state of tranquility after seeing a clean, organized inbox.