We all go through periods where our email inbox is so stuffed full that important emails get buried under the onslaught of new messages before we get the chance to read them. But how can we manage our use of email to get the most of the technology without becoming overwhelmed?
Don’t CC everyone
It’s tempting to CC everyone associated with a project into an email, but that just creates extra messages that people have to read only to discover that they’re not relevant to them. Instead, only CC the people who need to act on the email.
Designate specific times of the day to email
Don’t let your email send you automatic updates that ping up on your screen, instead schedule time into each day that is specifically for answering emails. This is more efficient and will help you to keep on top of your emails better than dealing with them one by one. If you work down your inbox systematically you are less likely to miss important emails.
Try an email alternative
Do you really need to use email for everything? Could you use a messaging app for short queries between staff members, and save email for more extended or official conversations? There are many apps and systems out there from Slack to WhatsApp to Facebook Workplace, which can be used to connect staff without using email.
Adopt an inbox zero policy
Make it a company policy that everyone should aim to have your inbox completely empty at the end of each day. This isn’t as scary as it might sound – it just means that you have to ‘do’ something with every email that you receive, whether that’s delete it, file it in a folder, or reply to it.
Set expectations in your signature and out of office
Why not consider adding a statement to your signature and out of office that describes how you deal with emails, so that senders know when to expect a reply. This manages people’s expectations so that you don’t have to worry about them seething because you’ve ‘ignored’ them!
Finally, there is one other email management technique, which involves ignoring them entirely until the sender rings you up to ask you the question they had originally emailed you. This does sidestep the issue of having to worry about how full your inbox is, but it’s not really something that we would recommend if you want to keep your customers and employees happy!
