Email Management Made Easy: 4 Tips for Organization Success

August 29, 2022


It takes a lot of time to manage emails. Your average professional receives well over 100 emails each day.  How do you like them office apples?

Nearly half of the workweek for the majority of people in the workforce is devoted to reading and replying to emails and email management. So it should come as no surprise that we are continually inundated with emails, which causes us to work less effectively.

This might be a little much to take in(or live if this is you).  Don’t stress!  It need not be this way! Your life will be easier if you can organize and structure how you handle emails.  And in turn more time for yourself and be able to create something that has a bigger effect. Let's examine some tried-and-true email management techniques and methods.

  • Schedule time for email on your calendar 

Schedule dedicated time for checking your emails, precisely as you do for yourself. 

It takes a lot of time, energy, and effort to achieve something that doesn't require so much mental capacity.  And unlike phone calls, emails lead to far higher stress. 

In our capacity as working adults, we frequently worry about them, continually checking our inbox, and end up losing sight of the issues that matter. That takes us to the most basic tactic, which is to set up a certain period each day to deal with email.

You might complete this task all at once or set aside time each day only for email. It’s also best to refrain from multitasking when checking your emails. That's because it's simpler to get everything done when you avoid distractions and maintain your focus.

  • Make classifications, folders, and labels. 

The structure is one strategy for streamlining email administration. Setting up labels, folders, and categories is required. Remember that no universal guideline applies to the development of categories. 

The answer would entirely rely on the individual, the emails they get, and the best way for them to organize their communications. For instance, a person in business would want several files. One for bills, one for payments, and so forth. 

A marketer could have folders for incoming requests, submissions, and advertising.  This can be made easier with certain email management software.

If you don’t have email management software then the secret is to categorize, prioritize, and gather emails into groups. The biggest advantage of doing this is that it becomes very simple to find certain emails with only a few clicks.

  • Look at it one time

The touch-it-once approach relies on making rapid judgments while dealing with emails. The notion here is that going through an email, again and again, is a waste of time. 

So you touch it once, act on it, file it, and then go on to the next email. The touch it once approach may appear simple, but it might be difficult to apply when it comes to email since we have a propensity to postpone responding to emails. 

However, adopting this perspective is essential because most of us deal with significant amounts of email every day. This prevents you from being continuously sidetracked by the prospect of unanswered emails, which can significantly reduce your productivity.

  • Apply the 1-Minute Rule. 

The one-minute rule allows you to better manage your emails and your time. It entails responding to an email just takes a minute, do it right away. If you do this you won’t waste time sitting on emails that can be acted on immediately and filed away. This also expedites the clearing of your inbox.

It's crucial to keep in mind that there is no set method for email management, nor is there the best email management software, so not every one of these tactics will be effective for you. It could take some trial and error to determine which advice works best for you.

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