E-mail is one of the best means of communication and, perhaps, the only one that all users use without exception. You can love or dislike messengers, use Skype or Facebook chat, but you have an email address for sure.
Every day we receive in our mailbox not only messages from friends and colleagues, but also dozens of promotional letters, notifications, and simply spam. In order not to drown in a huge number of incoming messages, it is very important to develop and apply effective email skills. However, working on email marketing not a lot of us can handle very well. That is why getting a professional email marketing agency is the best choice in this regards. However, if you want to work for yourself.
Here are the 6 tips for you to save your time and increase productivity.
Schedule your mail scan time
If you feel that you spend too much time processing mail, and the number of letters in your inbox does not decrease anyway, then try to more strictly plan the time for checking your mailbox. Usually we start checking mail, find an interesting link in the letter, and go to the site, from there to another … and after half an hour we remember and return to the analysis of letters. As a result, time passed, but the matter did not budge.
Therefore, try to set aside a certain limited time for working with mail. Everyone can set the frequency and duration of these intervals for themselves, depending on the volume of their correspondence. Perhaps it will be an hour in the morning and an hour at the end of the working day, or it may be more convenient for you to log into your mail account every hour for five minutes. The most important thing – try to strictly adhere to the schedule set for yourself and not be distracted by anything outside. The knowledge that your time is limited will inevitably lead to an increase in the efficiency of processing mail receipts.
Each letter means action
The main rule that you should apply when parsing mail is that each open letter requires you to take some action. If you opened the letter, then in no case should you leave it in the Inbox again. You must either immediately reply to the letter, or send it to the one who is better able to deal with this issue, or outline a task for yourself in Google Task or on the calendar – in any case, as a result of your action, the letter should be deleted or moved to the archive, i.e. leave theinbox . Subject to this simple rule, your inbox will be cleared eventually.
Filters and Shortcuts
If you receive a large number of letters daily, then parsing them requires a lot of time and effort. Why don’t you use the resources of the postal service for this, especially since in most services this feature is present and perfectly implemented?
It’s about setting up filters for automatic mail processing. Instead of manually clicking on each message, and each of your clicks is also time and effort, just configure the necessary filters once. For example, all messages from the addresses of your relatives automatically fall into the Family folder and are marked with a marker as important. All press releases go to a separate folder bypassing the Inbox , and notifications from social networks immediately go to the Trash .
Thus, you can distribute messages according to the main topics and prepare accordingly for their processing. You will no longer have a situation where your brain, when parsing mail, switches from home affairs to business matters, and then immediately to entertaining newsletters, and then back.
There are a huge number of options for creating various filters, and I’m sure that once you build an automatic filtering system, you will save days and months of your time. In addition, with the help of assigned shortcuts or distribution by folders, you can easily find the letters you need in the archive (do you remember that the Inbox is completely empty?).
Use the search
Many users, especially beginners, store all their letters in Inbox, because it seems to them that when they archive they will never find them again. If you set up a system of filters and labels, as described in the previous paragraph, then your archive is already streamlined and it is much easier to navigate. But do not forget about the search bar. For example, in Gmail, the letter search system is so perfect (who would doubt it!) That finding any letter will not be difficult.
Many mail services have the function of marking messages with special markers (in Gmail they are stars). With their help, it is easy to select the necessary messages that require your attention and place them in a separate folder. In Gmail, you can choose a set of notes yourself and use them quite flexibly. Thus, a single glance at the contents of your mailbox will be enough to highlight the letters according to their importance.
Use keyboard shortcuts
Using hot keys can speed up the processing of correspondence so much that it takes a few hours to study them. But before that, look at the settings (in Gmail, it’s Settings – General – Shortcuts) and make sure that they are turned on. After that, just click the question mark on the keyboard and you will see a prompt with all the Gmail hot keys.
E-mail is an excellent means of communication, but this does not mean that you should devote half of your life to this process. The maximum automation of all processes, quick replies or forwarding messages, planning your time along with other tips from this article will allow you to quickly cope with any number of letters and save more time for a more enjoyable activity.