Email is now a tool we use to connect, to help other people, to communicate, and even to think. But the bombarding of email we receive has come at the expense of leisure time and quality time, and too much of it erodes our ability to do high-quality work. Prioritizing ruthlessly can help us reduce the digital clutter. With that, your email inbox might get a bit simpler.
Schedule Email Time
Schedule time for emails or at least try to. This is a habit everyone trying to become productive is working on. On the days when you only check and respond to emails during scheduled times you are much more productive at executing on priorities.
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Emails cause so many distractions and so much noise and for the most part, they can wait. Often very few emails need to be responded to immediately. Start by putting specific “Email Time” into your calendar every day. First thing in the morning, around lunch and at the end of the day. When you have the discipline to follow this habit, you see a noticeable increase in my productivity.
Prioritize Your Email Inbox.
If you can remove cc’d email from my primary inbox. It helps to prioritize the emails that actually need your attention. It’s as simple as creating an additional folder in your current inbox and setting up the respective rules. For some, they’re a preferable option to over-stuffed email inboxes.
Don’t Keep Unread Emails
Spend whatever time you have, even if it is 10 minutes to read your emails and reply. This task will not only become manageable but the time spent will help with focus and clearing out the mental clutter. Don’t wait for a large block of time for what seems like a monumental task.
Set Email Communication Guidelines
Set communications guidelines for your team. When adding new members to your team, taking on new clients, or even starting a new project, specify how and when you like to be communicated with, and ask your colleagues and clients their preferences as well. Get specific about your channels, style, and availability.
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Tell people what emails will be ignored. Add instructions on how to email you on your website contact page or on social media profile. Don’t be afraid to tell people how to use your communication channels.
Use Email Auto-Responders
We need to learn to make email work for us and reframe it as a tool for executing on our priorities. This communicates that you are away and when a sender can expect a reply. One can also use auto-responders to carve out chunks of time to focus on bigger projects or just let them know you on holiday and an alternative person to be contacted.
Disconnect from your Emails
Most of us know there are benefits to getting away from work, and yet, disconnecting can be an extremely hard thing to do. Write an explanation below your email signature that tells people how long it might take to receive a reply and what your office hours are. Increase transparency on how you work. Better yet, step away from your inbox entirely on weekends and uphold your end of the bargain.
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