8 Effective Email Management Tips to Use
Are you having trouble staying on top of all of your emails? Here are 8 effective email management tips to use.
Being a small business owner means that you are going to get emails for all sorts of different things. You might get a few from your suppliers, a couple more from customers and even more from your own employees. Some might ask simple questions, whereas others might contain more important information.
Have you been finding yourself having difficulty staying on top of all the emails you receive daily? Or, are you spending too much time trying to manage all of them? Either way, there are some things that you can do to have more effective email management.
In this article, we’ll cover:
What Is Email Management?
Perhaps you spend every Monday morning getting caught up on emails. But what about the emails that you get on Monday afternoon or throughout the rest of the week? Are you constantly checking your inbox every few minutes?
There can be a need to sort, organize and delete old emails, but this takes time, especially if you receive thousands of emails. Email management is creating a more efficient way to organize and stay on top of your email inbox. This can lead to being more productive and managing your time more efficiently.
8 Effective Email Management Tips to Use
Here are 8 effective email management tips that you can use to stay ahead.
1. Focus On Emails That Are Most Relevant to Your Business
If you subscribe to promotional emails like newsletters or other things that aren’t relevant to your business, you can be tempted to read them. You can still go through and engage with these emails, but try and save them for a time outside of business hours. Set your email to archive certain emails into different folders.
2. Organize Your Inbox Into Labels or Categories
Organizing your inbox into labels or categories lets you determine which emails are most important. It could be by a specific category, client, or project. You can use labels to help create custom folders in your inbox, and you can name them whatever you want.
A granular organization lets you create an efficient system that places conversations in the right place. You can find unread emails easier and stay on top of client and project needs.
3. Make Use of Email Folders
There isn’t a limit to how many folders you’re able to create in your inbox. You might only need two separate folders, or you can create 30 if you need to. It’s all about what will work best for you and how you want to organize everything.
4. Set Certain Times to Read and Respond to Emails
One of the challenges to having effective email management is finding the time to read and respond to emails. Or, you might even spend too much time doing it. One way to help is to set certain times to read and respond to the emails you get.
It can be counter-productive to respond to each and every email as soon as you receive them. Instead, set aside one hour each morning and each afternoon to get caught up. For example, you could even set a to-do list to sort emails into business emails, personal emails, and marketing emails.
5. Flag the Most Important Messages
Sometimes you’re busy focusing on other tasks and responsibilities, even though you might know you have an important email to respond to. Email management software can let you snooze emails or prioritize them to the top of your inbox. Setting up a flagging system lets you ensure you don’t miss anything.
6. Make Use of Email Apps
It’s not always going to be possible to be at your computer to check your inbox. Most email providers offer the ability to download an app to your mobile device. Having access to your emails in real-time and right in front of you can help schedule your day.
7. Create an Email Address Signature
Take the time when you have it to set up an email signature. Include the information that you want people to know. This can include your name, title and any relevant company information. This can save you a ton of time and improve your email efficiency.
You can even include your operating hours, telephone number and links to your website or social media. It might not seem like much, but it can be a great way to help enhance your marketing and brand efforts. Plus, you can consistently promote your business every chance that you get.
8. Create Email Templates
Having certain email templates set up to respond to specific types of emails can be helpful. You can limit repetitive processes and make your email management more efficient. Plus, it can help you stay consistent and use the same brand messaging no matter which email accounts you're using.
The biggest thing to keep in mind when it comes to effective email management is to find what works best for you. It could be by organizing your inbox into distinct folders, or it could be setting aside specific blocks of time. Whatever it is, use these 8 effective email management tips to have a more organized inbox.
Did you enjoy reading this guide? Head over to our resource hub for more great content!