5 Killer Email Productivity Tips

Ever since Facebook started to grow in popularity, many dubbed it as the “email killer.” So far, these predictions have been wrong and will continue to be wrong.

Email will always play an important role in people’s personal and business lives for several reasons:


  • Facebook can’t be trusted due to their ever changing privacy rights.
  • Everyone has an email account, not everyone has a Facebook account.
  • Email is more formal than a Facebook message which is vital in a business setting.
  • Email offers unrivalled convenience.
  • Many dislike change so will continue to stick with email
As email isn’t going anywhere anytime soon, here are 5 tips which will enable you to better manage and be more productive with your email:

1.  Have a schedule

Instead of checking your email every five minutes, set yourself a schedule and stick to it. Set aside 30 minutes each day to check and reply to all your emails. This can be the first thing you do in the morning, during your lunch break, just after work or whenever works best for you.

 2.  Use folders

I’m sure that you are familiar with the “spam” folder in your email client, which makes sure unwanted messages stay out of your inbox. But did you know that every email client allows you to create specific folders? Start to take full advantage right away.

Here are some of the folders I use which continue to make my life easier on a daily basis:

Accounts, Charities, Family, Friends, My Job, Newsletters, Online Orders, To Do, To Read

If you haven’t already done so, create a few relevant folders and add the emails from your inbox into them. Minutes spent doing this now, will save hours later.

 3.  Unsubscribe

It is common practice for websites to offer an email subscription service (even I do it); when you sign up, every time a new post is published, it is delivered straight to your inbox.

If you find that you spend more time deleting these emails than reading them, then it might be time to unsubscribe. Next time you get one of these emails, check the bottom; there should be a link to unsubscribe.

 4.  Reduce your inbox to 0 every night

On any given day, you can wake up, check your email and be greeted by 100 new messages in your inbox. 100 new messages can be overwhelming enough, but with 50 emails already sitting in your inbox from the day before , the task becomes even more time consuming.

Before you go to bed every night, take care of all the unread emails in your inbox; whether that be deleting, saving, replying or putting them in your “to do” folder.

 5.  Use keyboard shortcuts

The majority of email clients support the use of keyboard shortcuts. Rather than listing all of these shortcuts myself, I will direct you towards some fantastic resources for some of the most common email clients. Just click on your email client below:

Microsoft Outlook

Gmail

Hotmail

Yahoo Mail

If your email client doesn’t utilise keyboard shortcuts then I recommend signing up to one of the clients listed above.

+