A handful of email tips and tricks can help you to streamline your day and stay as productive as possible. Admittedly, most of these are more of the “tip variety” than tricks but should help nearly anyone struggling with managing their email.
Set Up Individual Filters
Every adequate email service has some sort of filter function. You can take a few moments to filter out a large number of emails based on subject lines, senders, keywords, and email addresses.
Depending on the purpose of an account, the total amount of email can be reduced to a fraction of what you were previously receiving.
Filters also work well with individual filters. For example, setting up a filter based on email addresses can make sure that friends and family members go to a “read later” folder, leaving other emails in your inbox.
There is no end to the different filter and folder combinations you can create.
Speed Is Of The Essence
If you want to reduce the amount of time that email takes out of your day, then make an effort to work through your inbox at a fast rate of speed. Filters and folders help to make this easier, but also taking a more ruthless approach are also quite helpful.
If an email is not important, don’t read the entire message. If it is, respond to it quickly. Unless there is a reason for a drawn-out email, such as to a family member in another state, keep it brief.
Most conversations are better in person or on the phone. Use email to set up meetings, fill someone in on an important topic or event, and then move on.
Use The CC Field
Unless there is a reason to keep a message between you and one other party, use the carbon copy (CC) field liberally. Trust that others can keep up with what needs to get done and include them in your correspondence.
This is especially true of any email correspondence relating to an event or project that requires planning and execution. Others may see the email and contribute their ideas or step up to take some responsibility. This lessens your overall email load over time and also helps to ensure that nobody is left out of important conversations.
If An Email Warrants A Response, Do It Right Away
It is easy to look at an email and schedule that response for later in the day. Even if it is not important, it is not uncommon for someone to send a follow-up email to make sure the first message got through.
The result is that your inbox fills up with unnecessary messages that take your attention away from other tasks of importance. Send a brief response, and send it right away unless there is some sort of extenuating circumstance that prevents you from doing so.
Use The Block Function
Most email hosting providers have a way to keep emails from landing in your inbox, filters, or even your spam box.
In Gmail, click the “show search options” button. Enter the email, or even the domain using “@exampledomain.com”, create a filter, and click “delete”. This will automatically delete any email from this individual sender or domain.