Email is very important, as we depend on it so much that sometimes it starts controlling us and our time.
There are 3.7 billion email users in the world, sending an average of 269 billion emails every day. You can only imagine how much time is spent on each email and how much time we could save if we started using email services in a smarter way.
So before your emails start controlling you, here are top 10 quick wins to both boost your email management and make writing emails less time-consuming.
1. Delete Right Away
The first thing you need to do every day is to delete unnecessary messages, spam, and promotion emails that you aren’t interested in. They will only mess up your ability to focus and distract from really important things.
An easy and fast way to clean unnecessary messages is to use special apps to clean your inbox like Mailstrom and Boomerang. These apps can be automatically set to delete spam, promotions, and other emails that you don’t want to read.
2. Shorten the Text
It’s not always necessary to write huge descriptive essay letters, if you’re not a professional essay writer, of course. You can easily put the most important information in a smaller amount of words and still get the same results.
If you’re afraid that the tone of your email might sound a little bit rude, try to use so-called hedging words. And, of course, if the situation allows, you can use emoticons.
3. Re-Send Messages
Sometimes we have to write similar emails over and over again. So in order to save some time for yourself, you can re-send messages that you’ve written earlier. Just simple delete “Re:” at the beginning of the email and change the subject, if needed.
How can you find the necessary message to re-send it? One simple way is to sort emails in different folders. Use the system of 5 folders that allows you to quickly manage all incoming emails. Emails will be sorted automatically, thus saving you from wasting your time.
4. Divide Addressees into Groups
If you often send the same emails to the same number of people, you might need to start creating recipient groups. Creating recipient groups on various email servers is very easy, besides the software offers its assistance on each step. It’s very time-saving as you won’t have to type each recipient’s name anymore. And if you need to delete anyone, it’ll take you only several seconds as all the names will be right in front of you.
5. Sort and Delete
Email servers can be very convenient and functional, but their major disadvantage is data limit. For sure, you can increase your mailbox quota, but often, it’s not necessary. You can set to delete older messages by customizing the period of how long each email can be stored.
You can also create a separate folder where all the unnecessary emails will be redirected. All you’ll have to do is mark all the emails and press the “Delete” button.
6. Switch Notifications Off
We all know how annoying and distracting constant email notifications can be. And how many times was it really helpful? If constant notifications get you distracted from doing important tasks, turn this function off.
You can also mute some of the emails you get and leave the notifications only for important messages.
7. Resort to Auto-Replies
We often prefer to answer numerous messages and most of us don’t even know about the ‘auto-reply’ function. However, it can be very helpful if you’re out of the office or on vacation.
If you’re worried that someone could contact you while you’re not at work, leave an auto-reply with your phone number and a message to call you only if there’s an urgent matter. You can also customize auto-replies to be sent only to your employees for so-called internal messages. It will save you a lot of time and help you to stay focused on necessary messages.
8. Empty Trash Folder
Did it ever happen to you that your email storage space just magically disappeared? You might want to check your trash folder.
Regular emptying of a trash folder is a good way to save some email storage space. You can do it manually or set it to empty automatically.
9. Set the Time to Check Emails
If your work doesn’t depend on checking your emails constantly, you can set the specific time for checking and answering your emails. For sure, you can easily get carried away by reading and answering numerous emails, but if you single out a particular amount of time to do it, you’ll know that you have time limits.
Today we have an option to subscribe to everything with Google Mail, and, as the result, we have tons of unnecessary promotion letters that clog the storage space and distract our attention. Spend a little time and unsubscribe from all unnecessary services and services you no longer need. Clean up this clutter.