What’s The Deal With an Organized Inbox?

You are a busy person, and you need things to go smoothly once you sit down in front of your computer to manage your business.

But often little things stall your progress — little things like a cluttered email inbox.

Okay, maybe it’s not that little – it’s enormous!

According to the Harvard Business Review, professionals — yes, including business owners like you — receive 120 new emails per day. They say that the average full-time workers in America spend 2.6 hours and 28% of their workday reading and answering email.   

Wow, 120 emails a day?  I must not be average because I get many more than that!  I bet, as a business owner, you do too! 

We all know that our email is one of the most counterproductive, but necessary activities that occupy our day.  We open the electronic medium to serve a specific purpose, and then the next thing we know, we are captured by something completely unrelated and checking out who knows what. And when you allow it, every incoming email becomes an interruption that now rules your time. Next thing you know, hours have passed by, and you have accomplished zero!  Email can eat up your whole day!

And worst of all, most of these emails are newsletters, promotions, and updates, making it very difficult for you to respond to the most critical emails.

Technology is incredible, but you must learn to manage this necessary evil, or it will manage you!

So how do you avoid missing out on client inquiries and proposals for business partnerships? Let’s take a look at seven expert tips on how you can declutter your inbox and focus on those messages that matter most.

Tip #1  Scan Your Inbox Quickly

If you get deadline-sensitive emails in the morning, you may want to schedule your morning email reading accordingly.  Maybe have a quick five-minute scan of the incoming email so that you are informed and then respond at the designated email time only if it is urgent.  Most things are not critical, yet we make them a priority by letting them absorb our day. 

Tip #2  Process Email At A Specific Time

Process your email only at a specific time of the day you set aside for that purpose.  Most people would make it a part of their morning ritual to read messages from yesterday evening and early morning. On the other hand, some prefer checking their inboxes before calling it a day.

But what’s ideal?

A good rule of thumb is to make a standing appointment in your schedule for your usage.  You can check email once in the morning and once in the afternoon. 

I do recommend only reading urgent emails first thing in the morning, and save the rest for later, as the tasks that come with that mail can monopolize your whole day.  I prefer a scheduled time in the afternoon or the end of the day for the best time management.

Tip #3  Use Notifications For Urgent Emails

Setting notifications for priority emails will eliminate you from reacting to every email, interrupting your productivity.  Once you are in the “zone”, nothing should distract you from doing quality work. If you are getting notified about low priority emails, you can always set your PC or smartphone to inform you only when you receive high-priority emails. That way, you don’t get to waste time checking emails that are not so important

If your job revolves around technology and you must keep up to the minute on your all email communication, find a way to shut it down. Close off your incoming emails off for at least 20-minute intervals to have focus time so you can be productive.

Tip #4  Eliminate Notifications

Eliminate regular email notification will eliminate you from reacting to every email, interrupting your productivity.  You won’t miss a thing because you have the priority email scheduled for proper attention.

Tip #5  Unsubscribe To Unnecessary Newsletters

It’s essential to stay up-to-date on the latest news in your industry. But if you find nothing that interests you in a newsletter, it’s best to stop receiving any more emails from a specific website. 

Tip #6 Create Separate Emails for Specific Categories

If you still like receiving newsletters, you can create a separate email account just for those. This will leave you with an email account that’s exclusive for business-related purposes. You can do the same for personal correspondences. Organizing the emails, you receive this way should prevent different emails from mixing up. 

Take a few minutes to organize yourself and give your email handling an overhaul.  You can set up folders to “file” them away for safekeeping.  Your life will be less stressful and productive when you are in control and not constantly distracted.

Tip #7 Answer Quickly and Keep It Short

Email is an informal method of communication.  Keep it casual, short, and to the point.  Your recipients will appreciate you. 

With these tips in mind, you can improve your productivity and respond to important messages.

To further enhance your performance in managing your business, hire professionals who can help you save money and time so you can focus on the most crucial aspects of your business.  Call at Business Untangled today!