In this fast-paced digital era, our inboxes are constantly flooded with emails. It can be overwhelming to manage the never-ending stream of messages that demand our attention. However, with some effective strategies and organization techniques, you can regain control over your email inbox. In this article, we will discuss some valuable tips to keep your emails under control and make your digital communication more efficient.
Managing your emails effectively is essential for productivity and organization. Here are some tips to keep your emails under control, presented in a tabular form for clarity:
| Tip | Description |
|---|---|
| Set Specific Times for Checking Emails | Designate specific times during the day for checking and responding to emails. Avoid constantly checking your inbox throughout the day. |
| Use Folders and Labels | Organize your emails into folders or use labels to categorize them. This helps in quickly finding important emails and managing different types of communication. |
| Unsubscribe from Unnecessary Lists | Regularly unsubscribe from newsletters, advertisements, and other non-essential emails that clutter your inbox. |
| Use Filters and Rules | Set up filters or rules to automatically sort incoming emails into specific folders, or to highlight important emails from specific senders. |
| Limit Email Time | Allocate a specific amount of time for dealing with emails. Once that time is up, move on to other tasks to prevent emails from consuming your entire day. |
| Use the Two-Minute Rule | If an email can be responded to in two minutes or less, do it immediately. This helps in reducing the backlog of emails. |
| Prioritize Emails | Focus on important emails first. Not all emails require immediate attention. Learning to prioritize can significantly reduce stress and improve efficiency. |
| Keep Emails Concise | Write concise and to-the-point emails. This saves time both for you and the recipient, and often leads to quicker responses. |
| Turn Off Notifications | Disable constant email notifications to avoid distractions. This helps you to focus on your work without interruption. |
| Regular Clean-up | Set a schedule for regular clean-up of your inbox. Archive or delete emails that are no longer needed to keep your inbox manageable. |
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- First you get organized, then the email opens
Part of our daily work may depend on what is written in an email but a message does not authorize us to upset our daily plan: we establish what the priorities of the day are and we try to put in the middle what is requested by email.
- Do not use the email as an archive or as an agenda
It happens to everyone to save useful links or to-do lists in an email that remains in draft or that you self-send. Wrong: so the messages proliferate and you risk losing information. Appointments and notes should be noted on the calendar or in a notebook.
- Delete all the erasable
Email is nothing more than an online mailbox. As in the latter we do not accumulate mail, on the contrary we try to dispose of it quickly, we must try to do the same with emails.
- Categories for ordering
Since achieving the above objective is never so simple and given that emails can contain information to be kept, it can be useful to divide the messages received into macro-categories, such as: work, home and free time.
- Enough with the newsletters
We think they can come in handy but newsletters often end up in messages we will never read. So: let’s unsubscribe from those we have voluntarily subscribed to and activate a mail filter that prevents the receipt of those that arrive automatically.
- Mail always open? No thanks
Today, many read emails from their smartphones which, with sounds and notifications, announce the arrival of new messages in real time. A convenience, but what changes if we answer half an hour later? Usually nothing, so we avoid getting distracted by keeping the box open all the time.
- Turn off that cell phone
More general life tip: instead of placing your cell phone on the bedside table, turn it off in the evening or at least leave it in another room. You have to disconnect from emails after working hours. In France, a law has also said so for some time .
- You decide when to answer
Corollary of the previous points: unless there is an urgency, it is not necessary to reply to messages in no time. You have to do it in the holes or take some time before leaving the office. By organizing well, the opportunity arises.
- Are you sure you write that email?
Think about it: email is not always the right means of communication. A friend can be sent a message on Whatsapp or to receive information about an event, call. Avoid wasting time writing and the proliferation of messages.
- About Whatsapp
While we have mentioned it, the question arises: how is a healthy relationship established with groups? For Sabrina Toscani two fundamental rules apply: deactivate notifications, so as to see messages only by opening the app, and kindly remove herself from the groups we are not interested in being part of.
