Email management refers to the systematic control of both the quality and quantity of emails sent and received by an organization. It goes beyond simply deleting them from servers or saving them in repositories – it involves classifying, storing and potentially destroying them according to policies and standards established for email management. Email management also involves automating manual efforts as much as possible while using rules/filters/automation for increased productivity as well as compliance with eDiscovery requirements.
Email can be an indispensable business asset, yet can also become an intimidating source of information and distraction. Knowing how to prioritize and manage incoming email can be difficult; as such, its impactful upon productivity and work-life balance. Effective email management techniques will enable you to focus on what matters and make the most out of available time.
Prioritize, group, and sort emails into categories so they are easier to locate when needed. An employee in finance might create folders for invoices, reimbursement requests, travel expenses and more; each of these could then be further subcategorized to make finding specific emails even simpler.
Filters and email rules are invaluable tools for efficiently managing emails, as they allow you to automatically file each incoming email into its respective folder or label based on specific criteria such as name of person sending it or keywords in subject/body of message/attachment type etc. Filters save both time and ensure important messages don’t slip by without notice.
Templates can help your email account run more efficiently by quickly responding to frequently asked questions or comments through your email app. They can save time in responding to similar people regularly who email.
Set aside a time each day to check and respond to emails. Preferably outside business hours so email doesn’t consume all your workday’s energy. Also try setting aside a dedicated workspace or using apps which block distracting websites during set work times.
Management of email can take time and dedication, but the results can be well worth your while. By following the tips in this article, you can keep your inbox organized and your workday productive. Give it a try, let us know what works for you, and tell us! If it doesn’t work instantly, keep trying – developing new habits takes time, but once mastered you’ll be amazed at how much more efficient you are and, who knows? You might even achieve better work-life balance.
