5 Quick Tips – How to Manage Emails without Losing Your Mind
Emails. They revolutionised the way we correspond, on both a personal and professional level.
They also drive most people crazy.
But like it or not, email is crucial for business – and it’s not going anywhere soon. So how do we deal with it?
Why do we email?
Firstly, let’s think about why we email. Yes it seems simple enough – it’s a communication tool. We email to share information, to both internal and external stakeholders.
Park this thought for later….
How do we manage our business emails?
There are many theories about how to manage emails, “inbox zero”, “read once” and so on. There is no magic solution and what works for one person may not work for another.
But the one thing that is clear is that you do need a system, otherwise your email will rule your life.
5 Quick Tips To Manage Business correspondence
How can you manage your email more effectively? Easy – here are some quick tips:
Think – this first point is for the sender. Before you even send an email, have a think – is it necessary? Will it be useful? Can you communicate in a better way, or perhaps send one email with information rather than 5? If our primary goal is to communicate, then make sure sending the email is the best way to do that. Don’t just send an email to get it off your “to-do” list.
Systematise – think about the communication you recieve, there will be a few main “types”. Defining this means you can categorise your emails. Allow critical emails to come straight into your inbox, but direct others to a folder (or folders) so they don’t distract you.
Organise – have a general system in place for organising your “life”. Don’t let your inbox become a “to-do” list. If emails come in that need investigation before you can reply, make a note in your to-do list and file the email for later. An inbox full of read emails is not an efficient way to work. Plus, it elevates stress levels!
Time Management – don’t be ruled by your inbox! Set times for checking your emails and stick to them. Switch your inbox off during periods of deep work so you won’t be distracted.
Utilise software – if your business is large enough, invest in software to help manage your emails. Have a group email address for admin tasks (such as email@example.com) and share the load with the team. Utilise other communication tools (such as messaging systems) for internal correspondence. If emails are part of your business workflow, using a workflow management tool such as Claims.io can at least automate some of the emails.
This is a high level look at ways to manage your emails better, but hopefully it has got you thinking! Are there some simple changes you could put in place today to get on top of your inbox?
If your business is drowning in emails, take a deep breath – our clever workflow automation can help you handle day to day communication. External emails can be automated to save time. Having an overview of jobs in one place reduces the need for internal emails to the team. Win-win.
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