A day only has 24 hours, and it is critical to make the most of your time for success. For a professional or businessperson, it is normal to get several emails in a single day. Reading and responding to emails can be overwhelming, and leave you feeling like they have taken over your life. But the good news is, there are ways to help reduce time spent dealing with emails. In fact, all that is needed is a little planning and commitment to simplify you daily email practice.
Create a filing system that prioritizes emails actions
You can try separating your emails into two folders. One folder should contain emails that require action, besides a simple response, and the other that requires just a response. Once you have read all the emails, send them to their appropriate permanent files. Learn the art of ignoring anything that should not get your attention, which is a great way to minimize existential workload.
Unsubscribe to unnecessary emails
This is not to mean that you unsubscribe from everything, but some emails are just there to fill your inbox. Note that these are not spam emails but every list that adds no solid value to your business. The question to ask is whether you have ever received important information from the site, and if the answer is no then get them off your inbox. Check out unroll.me for an easy solution to unsubscribe from emails.
Turn off email notifications
Chances are when you hear an email notification on your phone or desktop, you will first leave the task at hand to focus on reading and responding to the email. Emails are important, but being interrupted during a task will most likely lead to a lack of concentration and thus low productivity levels, However, if you feel that you might miss some critical email set up an auto-responder that redirects anything urgent to your phone. Remember, turning off notification includes social networks notifications that come through your email. And this should not be a big deal so long as you have set a specific time to deal with social media.
Limit your email responses
The keyword here is, keep it short, direct to the point but sweet. Take into consideration, the main point of your email, what you expect from the recipient, what facts you need to pass through your email. With this in mind, it will be easy to keep your messages straight to the point and avoid wasting time. Get your spelling checked quickly using Grammarly!
Avoid wasting time in email conversations
Sometimes you may find yourself arguing with the person on the other end, which can be frustrating and time-consuming. Instead of doing it over your inbox, pick up the phone and talk to the other guy. Emails should not replace all conversations. Refrain from this.
Always remember that email might be the greatest interruption killing your productivity. Use it wisely.