Manage Your Email Effectively & Increase Your Productivity

We all have an email address. This being the 21st century, it one of the most used means of communication. In fact when you join an organization or start working or studying one of the first things you are given is an email address. However, did you know that if not managed effectively, your email can impact your productivity?

As a blogger, I know that our greatest asset is our mailing list. Every blogging course will tell you this and we are taught how to nature this list so that you keep subscribers and later turn them into customers. In addition to this, I am learning that if I want to survive and get ahead in the 21st century I need to be following the right people who can help me achieve the goals I set. Doing this means I have to give away my email address from time to time. Below I share some of the habits that are helping me effectively manage my email so that I remain productive and also benefit from those I share my email addresses with.

 

#1. Have a couple of email addresses

I have used this tip for a number of years and I promise it works effectively. Whatever happens, make sure you keep your corporate or official and personal emails separate. What this does is ensure you get the right email in the right place which makes it easier to organize as I will share in a minute.

Currently, I have 3 email addresses. The first is my official email address. This is the one I use to manage my management consultancy. I also have a specific email address for my blog and use it to subscribe to anything concerning blogging. When I want to look up an email about blogging I know where to look. This not only saves me time but also ensures that I use the time allocated for checking blogging emails effectively. My final email address is one I use for subscribing to anything else that does not relate to blogging. An example is when I buy something and they ask for an email, this is the one I will use.

I am a firm believer in time blocking and believe that time blocking can increase your productivity.  I use time blocking to handle my email as I share in the next tip.

#2. Designate a particular time to handle email

I use my time blocking sheet, to set aside time for handling email every day. I often start by checking my official email then the blogging email and if I have some time left I check my third email address. This has helped me keep organized and ensure I remail on top of my emails. When I plan out my time blocking I allocate time for email and set the timer. Once the timer goes off I move to the next task and will only return to email when I have allocated it another block of time. I have found that this helps me to go through most of my emails and remain on top of them.

Although some people argue that doing this can lead to you missing out on an urgent email if you aim at checking every two to three hours this problem will not arise.

However, in order for this tip to work effectively ensure you turn off your notifications which will only serve as a distraction and want to draw you back into your email. Avoid the fear of missing out (FOMO) instead adopt an attitude to have the joy of missing out (JOMO) and patiently wait for email time to come in your schedule.

#3. Create subfolders in your email addresses

This is also a strategy I have used for years and it continues to pay me dividends. Treat your email boxes the way you treat your desktop. My guess is that you have folders for different categories of work that you have on your computer. This often makes it easy for you to find information when you need it. I suggest that you do the same for your email addresses and this will help you manage your email effectively.

For example, as a blogger, I am always looking for inspiration and sometimes an email will light up a bulb for me. Instead of leaving such an email in my main inbox, I move it to a separate folder and when I am planning out my posts I know where to look for inspiration. I also have a folder called \”subscriber feedback\”. On days when I feel my tank is empty all I do is peruse this folder and very often I will find an email that will remind me of why I am doing what I do and reignite my spirit.

As I said, I have used this system for a long time over the years I created a folder called \”for kids\”. Although our kids were young then, I always keep the end in mind and knew that one day I would need this information. Over the years I saved emails of things my kids would need as they grew up. We now have a teenager and a pre-teen. Recently I went through this folder and found very valuable information. I am glad I use this system.

This tip can also be used for your corporate job. When I worked as an Advocate and in the corporate world, I had a folder for precedents. Law school taught me that a good lawyer is not one who knows the law but one who knows where to find the law. When you organize your emails into subfolders you know where to find what you are looking for easily. This will inevitably help you manage your email effectively.

#4. Handle Each Email Once

After you have put in place the tips suggested above, this last tip will be easy to effect. As you go to read your emails do so with the intention of taking action on each email in your inbox. Ask yourself the following question what is the purpose of this email? Your answers may range from, it is for information to I am required to take action on something. Ensure that you always answer this question for each email. As you develop a habit of doing this, it will ensure that you are handling each email once. What this does is help you avoid going back and forth on emails as what this does is impact your productivity negatively.

I have a folder called \”to do\” this is where I send emails I will look at later usually when I have more time. This means my inbox remains almost empty and not intimidating. As I prepare for the next week, I go through my \”to do\” folder and ensure that I take action on those emails before adding more for the new week.

Finally,

What I would think is the most effective way to manage your email effectively is, to begin with controlling how much of it you receive.  I share some tips on how to say no and not feel bad about it. You may have subscriptions that have long served their purpose. Begin by letting go of them be content to unsubscribe instead of telling yourself you may one day need it. Keep in mind that you always have the option to resubscribe.

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