In the latest episode of Today’s Business Leaders, Gabe and Lisa, of Impactive Strategies, discuss how to deal with email. Email is necessary, but it can easily become a distraction and take up a lot of time. Time is valuable, so getting your inbox under control is a must in order to be productive and make the most of your time.
Different Problems Call for Different Solutions
Know your challenges to find the best solution and strategies for dealing with email. Also, keep in mind that everyone works differently and is faced with different challenges. The solution that works for one person may not work for another, even if they both identify the same problem.
The first step to solving a problem is identifying the problem. To craft an effective solution you need to drill into the issue and get to the root of the problem.
A common problem people face with email is the amount of time spent reading and replying to messages. Email is a constant pull, and many people experience a fear of missing something important if they look away.
Create an Easy to Follow Email Structure
If you find yourself being pulled into the inbox rabbit hole then create a schedule. The goal is not to open your inbox every time you hear the ping of a new message.
Determine ahead of time when you will check your inbox, and if necessary, set time limits. For example, you can decide to check your inbox at 11:00 AM and 3:00 PM every workday, and only spend a maximum of 30 minutes each time. If it helps, then set a reminder in your calendar.
The nature of your business will dictate how much time you can dedicate to email. For some businesses, it may be feasible to set up one time per day to check emails, while for other lines of work, once a day may be too drastic. It may take some trial and error, but you will find the best solution to meet the demands of your work.
Methods for Checking Email
Prioritize your time when sorting through emails. Create folders to organize messages that you plan to read or address later. Having a plan before you look at your inbox makes it easy to efficiently use your time.
Tools to Maximize Efficiency
From SaneBox to Ifttt to Unroll.me, there are a lot of apps that can help you manage your inbox. You can also take advantage of notifications and shortcut options built into your email client. Put these tools to work in your inbox to reduce the number of messages you receive, because the fewer emails to process, the less time it takes.