Email management best practices

By 5th July 2019 No Comments

You may not know this but humanity has been using emails for almost 50 years now. Pretty impressive, right? Email technology has definitely changed the way in which we communicate. But it also comes with a downside, especially for companies who handle big piles of daily incoming emails. Something as simple as organizing an inbox in order to start working becomes a nightmare. That’s why it’s so important to learn how to manage emails properly, especially in the business world. Email management is a highly critical aspect of any business. Finding the right email management strategy can make other aspects of your business to flourish. 

Why do you need Email Management for?

The average modern employee receives between 50- 100 emails on a daily basis. Only by reviewing and organizing emails – not working on them, just organizing – it takes around 2 hours. Add another two hours in delegating and answering emails. This means that the average professional spends 4-5 hours a day only doing email-related tasks. It seems like a lot, right? 

The worst part is that we haven’t added the time you spent only checking notifications. Experts said that every time you lose your concentration – like stop doing what you’re doing to check your inbox – it takes you 22 minutes to regain concentration. The good thing is that email technology creates the issue, but it also creates the solution. Here you have our pick on email management best practices.

Stop avoiding the unsubscribe button

We love subscribing to new things regardless of the inner voice telling us that we’ll never use it. Ask yourself, how often do you really use those promotional email subscriptions? A good practice is refusing to accept promotional emails you’ll never read. Now, if you’re already subscribed, what you can do is hit the unsubscribe button already.

Additional related good practices include subscribing only to sign up and subscribe to sites that are of your true interest. When you start unsubscribing, try to identify those guilty email pleasures that make you subscribe for no reason, then avoid them in the future.

Too many subscriptions to delete?  Then be prepared to spend a fair share of time unsubscribing. In the future, you’ll know better and you will reduce the number of useless emails you receive on a daily basis.

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Set specific times to do your email-related chores each day

They may seem harmless but emails, if not handled properly, are a great source of anxiety. Just the thought of a cluttered inbox can ruin your day. This is why you need to start acting on it. This is to avoid pointless interruptions during your day that are not worthy. These interruptions will helplessly consume a big chunk of your working day. You can choose a specific timeframe early in the morning. This time frame should be used exclusively for managing email. This includes losing as many emails as you can. The idea is that no other tasks get in the way while you do this. 

This is a habit you need to build, otherwise, no email management strategy is going to work. You may unclutter your inbox, but soon enough, you´ll have the same messy inbox you had in the first place. If you manage to do this properly, you´ll have more head to handle the rest of your working day.

Give Shared Inboxes a shot

Group emails are annoying. Mainly because they usually never stop appearing on your screen. The worst part is that most of the times they contain information that is only relevant for two or three team members. Despite this, you still need to handle an endless thread of emails, plus the notifications.

Luckily for you, there´s a way to organize everything so you can monitor easier and we have available for you. Drag App provides an email collaboration tool to help you and your team with your email management chores. You can assign, delegate and there´s no need to forward email. Plus, if you need to message a certain person in the team you no longer need to send an email. Our very own notes in email will be your best ally.

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Learn how to flag important inbox items

Some items require more attention than others. Some emails require your immediate attention and others can be addressed later. You can flag them or mark them as unread, so you can deal with them later on. 

Have you tried the Kanban way?

A new way of dealing with email management is changing the way your inbox looks. The Kanban method was created by Toyota a while ago. When used inside your Gmail inbox, it turns your different tasks into color cards. This will totally change your inbox´s visibility towards a more comfortable one. Kanban in email will help you have a more organized inbox. It will also help you find your priorities faster. It´s an overall email management tool that has helped thousands of companies.

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