Are you amazed at how much time you spend reading emails and trying to keep your inbox clean? With email being one of our top ways to communicate with each other, particularly in the workplace, (aside from text messaging and social media), it can be hard to stay on top of it. Dealing with email can be very time consuming, especially if you don’t have a good system for dealing with them.
To avoid allowing emails to control your day, here are three quick organization and time management tips to help you to take back control of your emails and reclaim more time in your day.
- Avoid randomly checking your emails throughout the day. Depending on your workload and schedule, pick two to four times per day, to read and respond to emails. Most senders can wait a few hours for a response, and if it’s that urgent, they will pick up the telephone.
- After you have read each message, delete or file into an appropriate folder. New topic? Create a new folder right away and name it something you will remember. If you need to respond or deal with the message later, create a folder for follow-up and flag it or add a note to your calendar or to-do list as a reminder. This can be especially helpful for people who receive 100+ emails a day.
- Take your name off lists for emails you don’t have the time to read. The best newsletters are of no use to you if you don’t have the time to read them.
According to Sally McGhee, Consultant and Productivity Expert and founder of McGhee Productivity Solutions, 50 percent of all emails can be deleted or filed, 30 percent can be delegated or completed in less than 2 minutes and 20 percent can be deferred to your Task List or Calendar to complete later.
What can you do today to manage your emails more productively?