In today’s fast-paced and tech-driven world, email has become a dominant form of communication. With most businesses and professionals relying on email for daily correspondence, it’s easy to feel overwhelmed and bogged down by the sheer volume of messages that come through. Managing email efficiently has become an essential skill for professionals to master, and implementing the right productivity hacks is key to success.
Here are five go-to productivity hacks for managing emails efficiently.
Hack 1: Setting up email filters
Email filters are a powerful tool to help streamline your inbox. Filters are essentially rules you set up that dictate how your email should be sorted and organized. For example, you can create a filter to automatically move all emails from a certain email address or with a specific keyword directly into a designated folder.
Setting up filters takes only a few minutes and can save hours of time in the long run. You can prioritize critical emails, hide irrelevant ones, and ensure your inbox only contains the messages you need to see.
Hack 2: Unsubscribing from irrelevant emails
We’ve all been there: subscribed to a newsletter or email list, only to find that we receive endless irrelevant messages that clutter up our inboxes. It’s time to hit unsubscribe.
Taking the time to unsubscribe from these unwanted emails can have a profound impact on productivity. Not only does it reduce clutter in your inbox, but it also ensures that you only receive messages that are important to you.
To make the process even easier, use an unsubscribe management tool like Unroll.Me or Clean Email, which helps you manage your subscriptions log in one place, and unsubscribe from all newsletters in one go.
Hack 3: Scheduling email checking times
One of the most significant drains on productivity is constantly checking your email and being interrupted by new messages throughout the day. The solution? Schedule email checking times.
Choose two or three times a day when you will check your email, and only respond to messages during those times. This hack will help you keep your focus on other tasks while avoiding getting sidetracked by unimportant emails.
Hack 4: Using email templates
The repetition of responding to routine emails can be a tedious and time-consuming task. The solution is to use email templates.
Email templates are reusable, pre-written messages that you can customize and use for specific situations. For example, writing a thank-you email to a new client or sending a job application follow-up email. By having pre-prepared email templates for your most common responses, you can save time and reduce the risk of mistakes.
There are several tools available to help you create and store email templates, including Gorgias, Quicktext, and Email Template Library.
Hack 5: Responding to emails efficiently
Efficient email response is key to productivity. Responding to emails promptly and effectively is essential for staying on top of tasks and keeping a simple, uncluttered inbox.
When responding to emails, keep your message concise and to-the-point. Start with a clear and compelling subject line, and include the relevant information in the first few lines of the email. Use bullet points or numbered lists to break up lengthy emails, and sign off with a clear call-to-action or the next steps required.
By crafting efficient email responses and using the right writing techniques, you can ensure your emails are clear, concise, and helpful.