Does email control your life? Are you sure you’re doing things productively?
Most of us, especially those in business, can’t imagine life without email. But are you sure there aren’t better ways to manage the time you spend on email? Are you leveraging tools that keep your inbox tidy and prioritized? Are there tweaks you could make to be more productive and keep your email better-organized? Here are some tips that could help you:
1: Ensure it Syncs
Active syncing / push technology is vital for a busy business person, particularly someone who works on the go. You want to know that you’re getting emails as soon as they hit your inbox. The same goes for your calendar and contacts, particularly if you share calendar and contacts with others in your company.
2: Create Filters and Inbox ‘Rules
Filters can help you prioritize email so that you get push notifications and interruptions based on messages you actually need to see instantly.
3: Utilize Tasks and Delegation Tools that Integrate with Email
Some email programs can help you transfer emails into tasks either for yourself or for someone you delegate the task to. Integration of email and to-do lists and / or CRM / sales pipeline management (customer relationship management) systems could boost your productivity and ensure that emailed tasks get actioned.
4: Keep Replies Short & Succinct
Keep responses short and sweet wherever possible. Sometimes it’s important to have a digital trail of a conversation but if that’s not the case, resist the urge to spend half an hour typing out a long memo. Sometimes it’s more productive to make a quick call to chat about something and if you find that an email conversation is a source of confusion for you or the other party in the conversation, this is a sure sign that a phone call or face-to-face could help sort it out. Some email tools have instant messaging features as a part of the email inbox, too.
5: Turn it Off (Sometimes)
There are times when email can be a distraction. If you really need to get things done and emails keep dragging your attention away, set times where you turn it off for periods of time so that you can focus on tasks.
Do you get dozens of messages a day that you delete with barely a read? Filters can help get them out of your way but regularly look at what actually gets read (and what sorts of messages you want to keep getting) and make the decision about whether or not you really do need to see them at all, otherwise they just build-up for you to eventually have to sit down and waste time sifting through.
7: The One Page Inbox Rule
Do you have a view of 50-100 messages per page? Do you frequently have more than one page of views in your inbox? If so, you run the risk of losing track of older tasks that have slid off the main page. Strive to keep email at one page wherever possible by filing emails after you’ve actioned them. Folders can help with this, particularly if you keep emails in your inbox. Email archiving tools can be helpful, helping you manage things that you need access to quickly but that you don’t necessarily need to keep in your inbox.
8: Consider Whether Your Chosen Email is a Solution or Part of a Productivity Problem
GetSync’d with Kerio Connect, an excellent alternative to MS Exchange and Gmail that offers mobile productivity, privacy, ad-free email, and sync’d calendars, contacts, and messages via a cross-platform email solution. GetSync’d Kerio Connect is a cloud-based hosted email solution, too, which means your company won’t have to worry about managing it in-house.