Get Better at Email Management

You don’t have email management issues. Your inbox is almost always empty. You’re good at reviewing emails, making quick decisions, and responding immediately. Email is never a distraction for you. You even have systems in place to handle the information contained in emails.

Sounds nice, right?

For most people, the reality is much different. Email often disrupts productivity, with constant notifications and the pressure to respond immediately. In fact, a study found that 34% of Americans check their emails throughout the day, causing frequent work interruptions. 

So, it’s time to get better at email management. Here’s how to do that and what to watch out for.

Quick Tips for Better Email Management

If you don’t like email or can’t manage it quickly and effectively, turn it off. Use calendar blocking to schedule time in your day to check your email and only check it. Or, use a built-in feature like pause inbox that allows you to pause all email activity except at certain times.

Either way, when you’re finished checking your email, it should be at inbox zero every time. That will protect you from the fear of opening it again at the next scheduled time. Think of leaving read email in your inbox as if you were leaving opened and read mail in your postal box. It’s just a cluttered mess you must dig through to find things.

If you have hundreds of emails in your inbox, you might have to declare bankruptcy and start again. If it is older than 2 weeks, you probably aren’t going to look at it again anyway. And, if they needed it immediately, they’ll hit you up again.

Do One of These 5 Action Options for Each Email:

To stay on top of your inbox, you need to act decisively with each message. With the right approach, you can manage your emails without feeling overwhelmed. Do one of these five action options for every message you receive:

1. Read/respond – Read and absorb the information shared and/or quickly reply back to the person with a quick response. And then archive it.
2. Calendar It – For items that take more time, block time on your calendar for when you can research or think about the response. Then respond to the person and let them know when you’ll be back in touch. (This step prevents them from filling up your inbox with follow-ups.) It’s OK to leave this in your inbox until you can respond. Or follow the filing plan in Step 3.
3. File – Store the email in a structured folder system. Or follow our practice of storing the information in the tool you would use to reference it. Storing the information in appropriate locations avoids searching through email to find the information. Examples of this are your CRM and your project management tool. Make sure the message finds its way to the proper location. Better yet, make sure you communicate from the CRM and project management tool to avoid the emails coming into your emails.
4. Junk / Spam – Mark it as junk, spam, or even better, unsubscribe to it altogether if it is from a reputable source that you can trust not to make things worse.
5. Delete – No action needed; delete it. (It’s OK!)

If you are using email to manage your projects and fear you will miss out on the most urgent information from your clients, read 6 Project Management Strategies for Software Developers. And then, stop it. Email is not an appropriate project management tool.

3 Challenges Affecting Email Management

Effectively managing your email can be a tough challenge, especially when certain habits or concerns get in the way. The following common challenges can significantly affect how you handle your inbox and overall productivity. By identifying these roadblocks, you can take proactive steps to manage your emails more efficiently.

1. You are tired of the task at hand, and you need a break. Take your breaks in more productive ways. Get up and stretch! Go outside and see the sun. Call your mom. Socially engage other humans. But don’t use the fact you need a break as an excuse to check email (or any social media!).
2. You take more time in making decisions and/or want/need to read through everything entirely before deciding how to handle it. Challenge yourself to move through decision-making faster by limiting the time you allot to it. Sometimes, just by limiting your time, you’re able to push through. In a webinar by Carol Williams of Efficient Productivity Systems, she suggests a fun Gmail game you can play to help clean out Gmail using the Chrome browser. This game/tool especially might help if you need to catch up to inbox zero. (BTW, Carol is a productivity coach, and we recommended her if you need some coaching in that area.)
3. Fear of deleting can be a struggle unless you’re a minimalist. If this is your challenge, set up a folder to file and store “unnecessary” emails rather than deleting them. Or, archive your message instead of deleting it. Either way, this step keeps emails from lingering in your inbox.

Streamline Your Day with the Two-Minute Rule

The two-minute rule is a productivity principle designed to streamline your workflow and reduce procrastination. The essence of this rule is simple: if a task can be completed in two minutes or less, do it immediately. This approach prevents small tasks from piling up and becoming overwhelming.

When applied to email management, the two-minute rule becomes a powerful tool for maintaining an organized and efficient inbox. Here’s how it works:

1. Immediate Response: If a message requires a quick acknowledgment, a brief reply, or action that takes under two minutes, handle it on the spot. For example, a colleague’s question that you can answer right away shouldn’t linger in your inbox.
2. Delegation: If the message contains a task that’s better suited for someone else but takes less than two minutes to delegate, forward it immediately. This keeps the workflow moving and your inbox uncluttered.
3. Delete or Archive: For emails that don’t require any action (newsletters after reading, spam, or notifications), delete or archive them promptly. This keeps your inbox clean and reduces distractions.

Applying the two-minute rule to your routine encourages a proactive mindset. By addressing quick tasks without delay, you prevent the accumulation of minor yet time-consuming clutter. Not every message will fit this category, especially those that require thoughtful responses or involve complex tasks. For those, set aside dedicated time to address them properly.

Take Control of Your Inbox with Beyond the Chaos

Mastering email management can drastically boost your productivity, but personalized strategies go even further. At Beyond the Chaos, we help small businesses streamline communication and operations so you can focus on what truly matters. Our team can assess your workflow and develop customized solutions to tackle not just email but overall operational efficiency. Want to eliminate the constant distractions and regain your focus? Reach out today to see how we can create lasting improvements for your business.

Frequently Asked Questions:

What are canned responses, and how can they save time in email management?

Canned responses are pre-written replies for common emails that allow you to respond quickly without typing out repetitive messages. They save time by letting you focus on more important emails while maintaining consistency.

How can reducing the number of emails you send help manage your inbox?

By sending fewer emails, you naturally receive fewer responses, keeping your inbox less cluttered. This helps you focus on priority emails, reducing the need for constant inbox management.

What are some examples of how email integration can streamline workflows?

Tools like CRM systems or project management platforms organize communication automatically, linking emails to relevant tasks or projects. This simplifies tracking and reduces manual sorting, leading to a more efficient workflow.

What are rule-based filters, and how can they help categorize emails?

Rule-based filters automatically sort emails based on preset conditions such as subject line, sender, or keywords. This helps categorize emails into folders for easy prioritization and ensures that important messages don’t get buried.

How can shared inboxes help teams collaborate better on email management?

Shared inboxes allow team members to access, manage, and respond to emails collectively, improving visibility and accountability. This collaborative approach helps distribute tasks, reduces duplication of work, and ensures timely responses to important inquiries.