Email is a great way to send letters, scripts, images, e-books and whatever else at the speed of light with one click. You don’t need a stamp or a trip to the nearest yellow box outside your house.
However, this type of electronic mail also has its pitfalls that inhibit our productivity. That’s why we have the 6 best tips for you on how you can work better and more productively with e-mails.
Tip 1: Use an email client
Set up an email client with all the addresses you have access to in order to save time and keep track of everything. This way you avoid having to log in to twelve different accounts all the time. It’s worth it if you take a few hours to choose a client and try out different programs.
First, see if they are compatible with your accounts before you find out if you like the layout and options of the client. If you find out later that you can’t access all your accounts with the client, you’ve probably already spent a lot of time setting it up and customizing it, which would be a waste of resources.
Tip 2: Disable notifications for email inboxes
“Oh, I just received an email! Let’s see what’s inside. Oh, it’s just advertising again …”. Such behavior makes you unproductive, as it quickly distracts you from the task at hand and takes you a while to get back to the original work. Therefore, it is much better to turn off all notifications for incoming emails. If something is very, very important, you will probably get a call (or Hedwig knocks on your window ;).
Tip 3: Schedule fixed times to check emails
If you don’t work in support or as a secretary and therefore aren’t responsible for answering emails all day, you should schedule fixed times to check your mailboxes. Then, and only then, go into your client program and check the incoming emails. It’s best to choose a fixed time in the morning, at noon and in the evening, when you dedicate yourself to your electronic mail.
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Tip 4: Take care of Zero Inbox
Have you ever seen someone with several hundred or even more than a thousand unread emails in their email inbox? Who can keep track of which emails are important and which are just spam? Moreover, you can strongly doubt that this person will really read all these mails ever.
Therefore, it helps you enormously to establish Zero Inbox as a habit and to clean up your mailboxes thoroughly beforehand.
What is insignificant, you then delete immediately. Important e-mails you put in your archive after reading or answering, so that they are not lost, but your inbox is always again at 0 e-mails.
In addition, you get a lot of free space in your accounts and a good overview to fulfill the next tip.
Tip 5: Unsubscribe from (almost) all newsletters
We receive so much advertising and spam because at some point we signed up for a newsletter because of something we often don’t even remember. Most of it we don’t read anyway and it just clogs up the inbox.
Therefore, choose two or three newsletters that you really read and unsubscribe from all others. This way you get more focus on what’s important and you don’t have to constantly delete uninteresting junk mail.
Tip 6: The 4-D system
This tip is a bit more extensive, but it can be very useful for you and your company!
Therefore, explain this system to everyone you work with directly or send them this article.
The 4 Ds that give this system its name are: Done, Delegate, Delete and Do/to do. The fact that all these terms start with D in English makes them quite easy to remember.
Done: This refers to tasks in e-mails that you or the responsible assistant can complete yourself and do so in a timely manner.
Delegate: The task in the e-mail can be delegated by the assistant or by you to experts or responsible persons. This way, only employees who really know the subject matter will take care of it.
Delete: This point concerns e-mails that can be easily deleted immediately; e.g. spam or e-mails to which you no longer need to write a reply. Alternatively, you can also archive the latter.
Do/to do: Such e-mails contain tasks for which the management is responsible. Only such e-mails concern the boss/company partner directly and must therefore be forwarded to him. All other tasks resulting from e-mails have, at best, either already been done or delegated beforehand.
If a company adheres to this strategy, it relieves the executive floor immensely. The main task of managers should be to work on the company and not to spend the whole day dealing with e-mails that others could have handled as well.
Conclusion: You can implement many tips quickly and easily
As you could see, some of the tips presented here are easy to implement. Only for Zero Inbox and the selection of your client you should take a few hours. And like everything else in life, it’s only a matter of habit until you have firmly established all the suggestions listed.
You will notice that you will save at least half an hour every day, in which you will either worry less about managing and deleting e-mails or you will keep the focus on the really important to-dos!
In any case, we wish you much success in implementing it!
PS: If you want to make even more revenue with your online business, then schedule a free initial consultation with the Monkeys.Digital here. We are looking forward to helping email@example.com
PPS: Also check out this blog post for even more productivity tips.
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