eMails will keep pouring in, but should that bother you? No! Here are five easy tips to manage email better:
Having a brimming inbox usually crams the mind and adds a ton of stress on things that are yet to be done, says an expert.
About 150 to 250 emails per day is what the average employee receives. Even if only a minute is spent on each, that’s three to four hours on email alone! But worry no more, one can save time and energy by exploring the built-in tools Outlook and Google already have. The trick is to simply alter our email habits…
Here are five smart tips for taming a vast inbox and making the most of your time.
PUT A STOP TO NOTIFICATIONS:
An expert suggests that you could fix a particular time to check your mails, maybe once an hour. This way emails won’t distract you from your current task. It’s not enough to promise yourself you won’t look–You have to actually shut them down!
FIX AN “IN-TIME”
The best way to minimize the interruptions is to deal with your mails in batches. Most people don’t need to check their email more than five times a day. She suggests that one should limit their mail checks to just three times a day: first thing in the morning, after lunch, and near the end of the day. If that seems too risky, include a mid-morning and mid-afternoon slot as well.
DON’T STICK TO EMAIL
Never make emails the default method of communication. Use other modes of communication, such as a phone call, a visit, or even a text. This allows people to work on other things without distractions. Make use of the phone if you aren’t sending facts, figures, or documents. Avoid unnecessary “reply all” usage as every time we hit “reply all” we encourage others to “reply all” to you.
LABEL YOUR MESSAGES
Many use their inbox as an improvised to-do list. When you check your emails during your designated ‘checking periods’, filter your email right away. Respond to simple and urgent messages, remove those that don’t need reply and star the ones that need some more thought. Creating folders within your inbox helps sort the emails effectively.
STOP “QUICK CHECKING”
If you don’t have time, don’t bother checking your inbox. Check email only when you can respond, not just react. A recent research has found that one third of the employees take all of their vacation time, more than 10% of them spend it working. So stop doing a “quick check,” and instead wait until you have the time to respond. This way you s