PAPER making! FROM THE PUBLISHERS OF PAPER TECHNOLOGY INTERNATIONAL ® FROM THE PUBLISHERS OF PAPER TEC Volume 11, Number 1, 2025
Email Management Hacks to Boost Your Productivity Email has become an integral part of our professional lives, but managing a flooded inbox can be a significant drain on productivity. To reclaim your time and stay on top of your emails, here are some effective email management hacks that can boost your productivity: 1. Set Specific Email Times Rather than constantly checking your inbox throughout the day, allocate specific times to focus solely on emails. This is what I do, so that I can concentrate on my clients’ work. This approach prevents interruptions and allows you to concentrate on other important tasks. Schedule two or three dedicated email blocks, such as in the morning, after lunch, and before the end of the workday, to respond to emails promptly and efficiently. 2. Implement a Folder and Label System Creating folders and labels is crucial for organising your emails. Develop a system that works for you, such as categorising emails by project, priority, or sender. This way, you can quickly locate and retrieve important messages when needed. 3. Utilise Email Filters and Rules Email filters and rules can automate sorting incoming emails into specific folders or applying labels based on criteria you set. For instance, you can filter emails from specific senders or with certain keywords to be automatically labelled and archived. This automation saves you time and ensures that important messages are prioritised and easily accessible. 4. Unsubscribe and Manage Subscription Emails Subscription emails can quickly clutter your inbox. Take the time to unsubscribe from newsletters or promotional emails that you no longer find valuable. If you’re like me you may sign up to something because it sounded like it might be useful and then quickly realise that you are inundated (often daily) with emails. Additionally, consider creating a separate email address for subscriptions (I do this), so they don't interfere with your primary inbox. By minimising the influx of subscription emails, you can focus on more critical If you find yourself frequently responding to similar types of emails, create email templates with responses for common inquiries or requests. Templates allow you to save time by starting with a pre-written message that you can customise as needed. This feature is particularly useful for repetitive tasks like confirming appointments, providing standard information, or answering frequently asked questions. Better still, have a link to your FAQs in your signature. 6. Practice Email Triage Adopting an email triage system keeps your inbox organised and ensures quick responses to important messages. When going through your emails, apply the "5 D's" approach: Do, Delete, Delegate, Drag and Delay. Do – is for urgent or easy emails that require YOU to action; Delete - is for those emails you know you WON’T ever read; Delegate - this is for those emails that could or should go to someone else to action; Drag - this is for some of the emails that you just need to file; and Delay - is for all other emails. 7. Set Up Email Notifications Wisely Email notifications can be distracting and disrupt your workflow. Instead of having constant interruptions, adjust your email settings to receive notifications only for high-priority senders or specific types of emails that require immediate attention. My notifications are turned off completely so that I don’t get distracted when doing my clients work. This way, you can stay focused on your work without being constantly pulled away by incoming email alerts. messages and reduce distractions. 5. Use Email Template Responses
Article 12 – Email Hacks
Page 1 of 2
Made with FlippingBook interactive PDF creator