Do you receive hundreds of emails during your day? Do you spend a lot of time trying to keep your inbox under control without losing productivity? Today nobody doubts that email is the main communication tool in companies, and more so in the wake of the Covid-19 pandemic we are living. Managing our email can take too long and end up causing us mental exhaustion.
Using email with a head
More than 265 billion emails are sent worldwide every day. This means that every second that passes 3 million emails go from one point to another on the planet. Given this information, it is not surprising that many workers have trouble keeping their inbox up to date and feel overwhelmed.
Being able to manage your email without losing an ounce of productivity is an art. From Interbel s) we want to leave you with some tips that will help you avoid the mental exhaustion that email management can cause.
1. Define a schedule to check your email
Several studies show that 90% of employees spend an average of 3 hours a day managing work-related emails and most of them even don't know whats my ip address location. Many of us check email an average of 36 times during the day.
Ideally, you should spend 3 blocks of time a day going through your email and set a maximum of 20 minutes for each one. These blocks should be in different time slots. For example, if you spend 20 minutes in the morning, the second block should be after lunch and the third block at the end of the day.
For the vast majority, the early morning hours are the most productive. That's why it's advisable not to check your email first thing in the morning and to dedicate this time to those tasks that require more effort and concentration.
2. Follow the 2-minute rule
Some of the emails we receive require us to take a long time to respond, either because they are associated with a task or because we need to find information to answer.
However, for shorter emails we can follow the two-minute rule.
According to David Allen, the creator of GTD, if reading an email or performing an action takes less than two minutes, it's best to do so immediately. This way, we can eliminate tasks for later and spend more time on those that are really important.
3. Free your inbox
Everyone's desire is to be able to keep up with emails, without having a long queue waiting to be answered.
To achieve this, just follow these 5 steps:
- If an email is not useful to us, it's best to delete it.
- An email that needs an answer that we are not able to give but if a colleague can do it, we have to address it to him/her immediately so that the sender gets an answer.
- If we can give a quick answer to an email, let's do it following the 2 minute rule (mentioned above).
- For an email that needs more than 2 minutes to be answered, move it to a folder dedicated to emails that need a response and answer it when it is more convenient.
- Save a certain time each day to answer deferred emails.
4. Create templates
Most of the emails we receive expect a response, but we can't always give it quickly and this can increase our sense of mental exhaustion.
In addition, there are many situations where we repeat the same text of the email, either because we need to establish contact with potential customers or because you have to respond on a regular basis to emails for which the response is the same.
For any of these cases it is very useful to create templates or predefined responses. You write the text in an email and save it as a template. This helps us to reduce the time we spend on new emails, as we only need to modify the email header.
5. Schedule the sending of emails
One of the reasons we receive frequent emails and feel more mentally exhausted is that our contacts tend to respond to our emails. So scheduling emails can help us better manage our inbox.
For example, we can check the email in our first review slot and schedule it to be sent one hour before the second block of time. This way we will reduce the number of emails we receive during the day.
6. Create filters
The filters are very useful to clear the main inbox and prevent it from being saturated with emails that can be sorted according to the criteria you set.
Some of the most common filters may be:
- Newsletters.
- Blog comments.
- Social network notifications.
- Mailing lists and forum messages.
Establishing some filters will be of great help, but we must take into account that we only filter unimportant content, as it is possible that too much is filtered and we "lose" some urgent emails.
7. Unsubscribe from all unnecessary
We have all received newsletters to which we do not even know how we have subscribed. Email notifications from Facebook, Twitter or LinkedIn are just some of the many unnecessary emails we receive.
It's time to get rid of them.
If you want to do it quickly, we recommend using a specific application like Cleanfox. They will be of great help to you to do this action in batch and not to lose time in it.
8. Close the working week having cleaned the email
During our week, our routine may vary and this includes the management of email. We know that it is not possible to manage the mail in the same way every day but it would be desirable that the working week ends up having cleaned up the inbox.
This is a good way to leave no stone unturned for the weekend and start the next week more proactively.
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