Do you have too many unread emails? Is your inbox flooded with unimportant emails? Do you wish to manage your emails better without losing track of them? If yes, then this blog is for you.
However busy your professional life may be, the importance of email management cannot be overemphasized. Email management refers to a set of strategies that help users stay organized and on top of their digital communications.
However, it’s not something that is limited only to professionals. Everyone can find ways to improve their email management skills, no matter what their profession is. If you are looking for ways to manage your emails better, we have compiled a list of ideas on how you can do so.
Don’t check your emails too frequently
Emailondeck, One of the critical practices of email management is not checking your emails too frequently. Many people feel the urge to open their emails as soon as they receive them, but this is not advisable. By checking your emails too frequently, you will find it hard to stay focused on the task at hand.
Rather than checking your emails at regular intervals, set aside specific times to deal with them. This will help you stay focused on your work and also help you avoid the feeling of being constantly interrupted. If possible, try to avoid checking your emails during your times of high concentration, such as your lunch hours. One way to do this is to implement a two-minute rule.
This rule is where you set a timer for two minutes when you open your inbox. When the two minutes are up, you close the inbox and get back to what you were doing previously. You can also download an app that will send you a notification when you have unread emails in your inbox
Use emails only for important communication
In the modern business world, it is easy to fall into the trap of using emails for all kinds of communication. However, this is not ideal as it will only lead to an increase in your inbox unread emails. Instead, try to use emails only for important communication.
This means that you should use other communication channels for less important items. Some of these include phone calls, video calls, and face-to-face communication.
For example, if you need to communicate with a co-worker about a minor issue, it is better to go to them and discuss it than to communicate with them via email. For email correspondence that is important and that you want to keep track of, it is important to use appropriate subject lines and to keep your emails brief and to the point.
Set up email rules
Email rules are one of the most effective ways to manage your emails. There are various tools that can be used to create email rules and filters. By having email rules, you can set up your inbox so that it automatically categorizes unread emails based on their subject.
For example, you can set up your inbox so that all the emails from your boss go directly to your inbox. Alternatively, you can set up your inbox so that all the emails from your boss are automatically archived. Email rules are also useful for automatically forwarding emails to other people.
For example, if you receive an email that is intended for someone else, you can forward the email to that person with a single click. Again, there are different tools that can be used to create email rules and filters. By having these rules and filters, you can save time and also avoid misplacing emails.
Create folders to organize your emails
Another way to manage your emails better is to create folders to organize them. You can create different folders that are relevant to the topics of your emails. You can then place your emails in the relevant folders so that you can find them easily later on.
However, it is important that you remember what folder you placed each email in as you will need to search for them later. Alternatively, you can also use labels to categorize your emails. Whether you use folders or labels, make sure that you only place emails in the relevant folders and labels.
This will help you avoid misplacing emails and delete unread emails that are not important. If you are using a desktop email client, it may have the ability to create folders automatically based on the subject line. Alternatively, you can also create your folders manually.
Don’t hesitate to delete emails that are not important or are junk
Another important aspect of managing your emails better is to delete emails that are not important or are junk emails. There will be times when you will receive emails you don’t need or that are spam emails. Whenever you receive such emails, don’t hesitate to delete them immediately. Similarly, there will also be times when you have been sent emails that are not necessary. In such instances, you can also delete them so that they don’t clutter your inbox. If you receive an email that is confusing or that you don’t understand, don’t hesitate to ask for clarification. By deleting emails that are not important or are junk, you will be able to reduce the clutter in your inbox. This means that you will find it easier to find the emails that you need.
Learn how to use the “Mark as Read” function effectively
Another important tip to help you manage your emails better is to learn how to use the “Mark as Read” function effectively. This function is available in most email clients. This function allows you to mark unread emails as read without actually opening them.
By using this function, you can easily mark the emails that you have read without actually opening them and reading them. This will help you stay focused on your work since you will be less likely to get distracted by your unread emails.
You can also use this function to mark emails as spam and delete them. If you receive an email that you think is spam, you can mark it as spam and delete it. This will help you keep your inbox clutter-free.
As you can see, managing your emails is crucial to staying organized. These 13 ways are simple, yet powerful, ways to manage your emails better. Don’t let your inbox be a source of stress; follow these tips to manage your inbox better today!