Do you find yourself constantly checking your email throughout the day?
According to a
recent report, a staggering 88% of people check their email every day, with 39% of them doing so three to five times a day. A significant 80% of individuals check their email specifically because they receive critical work-related messages.
With so much time dedicated to email, it's crucial to have an organized approach. Think about the time wasted each day due to inefficient email management strategies.
To help you ace email management, we've compiled some best practices and tips to help you optimize your email management strategies.
Email overload and its consequences
You may be up against an overwhelming flood of unread emails.
No matter how much time you spend managing your inbox, the messages just keep flooding in. This constant battle can be exhausting, leading to what's known as "email fatigue."
The negative outcomes of email overload cannot be ignored:
Reduced quality of work: Overwhelmed by email, individuals may rush through tasks, leading to a decline in the quality of their work. As per recent findings,
46% struggled to complete projects and activities on time, missing their deadline.
Decreased job satisfaction: Constant email interruptions can contribute to decreased job satisfaction and an overall drop in workplace morale.
Communication breakdowns: Excessive email reliance may lead to missed or misunderstood messages, impacting team communication and collaboration.
Burnout: Persistent email overload can contribute to burnout, affecting both mental and physical well-being.
The issue doesn't lie with email itself but rather with how it's managed. Effective email management can alleviate these issues and improve overall productivity and well-being.
20 email management best practices and tips
To combat email overload and boost productivity, we've compiled 20 tried-and-tested methods to help you manage your inbox efficiently:
Create canned responses
Save time by creating templates for common responses, such as FAQs or standard inquiries. You could have a pre-written response to customer inquiries about your product features.
Try the "Touch It Once" principle
The key principle here is to address each email promptly upon first viewing. If you lack the time to respond immediately, quickly categorize or archive the email for future action. When you do engage, aim to complete the necessary task or response in a single interaction. For example, quickly reply to short inquiries to keep your inbox streamlined.
Apply the “Two-Minute Rule”
This rule simply means—any task that can be accomplished within two minutes should be tackled immediately. For tasks requiring more time, consider scheduling them for later attention.
Set up an email triage system and prioritize emails before it’s too late
Quickly assess incoming emails to identify urgent messages that require immediate attention, such as customer inquiries or time-sensitive requests.
Organize your inbox with labels, folders, categories, and tags
Add labels and tags to sort your emails or organize them into folders or categories like "Action Needed," "Follow-Up," or "Reference" to streamline retrieval and task management.
Establish regular inbox review times
Allocate specific times during the day to check and respond to emails to avoid constant interruptions.
Use keyboard shortcuts for your inbox
Improve efficiency by using keyboard shortcuts to navigate and manage emails quickly.
Shortcut
Description
Ctrl + N
Compose a new email
Ctrl + R
Reply to an email
Ctrl + Shift + R
Reply to all recipients
Ctrl + F
Search for a specific email
Ctrl + Enter
Send the email
Ctrl + Shift + U
Mark as unread
Ctrl + Shift + E
Archive the email
Ctrl + Shift + F
Forward the email
Ctrl + Shift + C
Add CC recipients
Ctrl + Shift + B
Add BCC recipients
Ctrl + S
Save the draft
Use filters and rules
Automate email sorting by setting up filters or rules based on sender, subject, or keywords to manage incoming emails effectively.
Transform your group email accounts into shared inboxes
Shared inboxes allow all team members to access incoming emails, promoting transparency, efficient task assignments, and quicker response times.
This approach streamlines workflow, minimizes redundancy, and ensures that important emails receive prompt attention from the right team member.
With
Hiver, managing shared inboxes directly from your Gmail inbox empowers your team to handle customer support or job inquiries effectively, preventing unattended emails from accumulating or slipping through the cracks.
Avoid email ping-pong
Resolve issues comprehensively in one email exchange to minimize back-and-forth communication.
Manage email notifications
Turn off unnecessary email notifications to reduce distractions and stay focused. For example, turn off notifications during deep work sessions.
Switch on automated replies
Set up automated responses for routine inquiries or acknowledgements to manage high email volumes efficiently.
For instance, you can create an ‘Out of Office’ auto-reply as given below: "Thank you for reaching out! Your message has been received. We will respond within 24 hours."
Personalize responses
Tailor responses to each stakeholder to demonstrate attentiveness and improve engagement. For instance, address the customer by name and acknowledge their specific issue.
Defer non-urgent responses
For non-urgent emails, defer responses by archiving them with labels for future follow-up. For example, tag an email for a weekly review if it requires more time.
Set clear email response expectations
Clearly communicate response time goals to customers and team members to manage expectations effectively. You can include response time estimates in your email signature.
Implement "Inbox Zero Principles"
Aim to keep your inbox as empty as possible by processing emails promptly using the "Delete, Delegate, Respond, Defer, Do" approach.
Archive or delete unnecessary emails
Regularly clean up your inbox by archiving or deleting irrelevant emails to maintain a clutter-free inbox (maybe it’s time to unsubscribe from newsletters you no longer read).
Leverage an email management tool
Utilize email management tools like
Hiver to automate workflows, track performance, and enhance team collaboration.
Regularly evaluate and improve email practices
Continuously assess email management strategies and adjust them based on feedback and evolving needs. For example, conduct quarterly reviews to optimize email workflows and policies.
Take control of your inbox
Now that you have a range of email management techniques, experiment with different approaches to discover what works best for you.
Discover how Hiver enhances team collaboration and streamlines business communication directly within Gmail. Optimize your workflow with our multi-channel help desk.
Click here to start for free today!
