Email can be the most effective form of workplace communication, however, they can also be hard to manage! Busy days and a steady influx of email quickly becomes stressful and overwhelming. The key to managing your email more effectively is to create a successful organization system and stick to it! Consider our tips for managing your email and simplifying your life.
First thing is first: unsubscribe! By unsubscribing from unnecessary (and irrelevant) junk mail you will significantly reduce the amount of mail landing in your inbox. Even if it only takes you a few moments to view and delete junk mail throughout the day, it is a major, and unnecessary, distraction. You know how it goes, you’re working along in the zone and a pop-up comes up from a new email. You may ignore it and deal with it later, but it is difficult to regain that focus. Unsubscribing from superfluous email saves you time and allows you to stay focused on what’s in front of you.
Utilize Categories, Flags, and Folders
In order to stay digitally organized, the utilization of tools offered by your email provider is essential. When you have multiple emails all relating to the same project or conversation, save those emails in a labeled folder. Color code certain topics with category codes to help them stand out, and flag emails that require attention so you don’t forget when action is needed. You can also redirect emails that don’t need immediate attention with rules, a great tool for items like email newsletters.
Give Yourself Uninterrupted Time to Work
Ok, we realize this is most definitely easier said than done. You can’t necessarily keep the phone from ringing or co-workers from needing your assistance, but you can carve out time throughout the day when you are less likely to be interrupted. We suggest coming into the office a few minutes early or leaving a few minutes late each day (if this is an option for you) to stay ahead of your email. You may be shocked how much progress you can make with an extra 20 minutes here and there, when you aren’t interrupted and torn away from the task at hand.
It can be overwhelming when work is busy and email is flooding into your mailbox! Taking the time to utilize email tools and setting up a system that works for you will help you manage and stay on top of your correspondence in the busiest of times.