{"id":8193,"date":"2015-03-26T15:54:40","date_gmt":"2015-03-26T15:54:40","guid":{"rendered":"https:\/\/tsisupport.com\/?p=317"},"modified":"2020-09-29T01:55:38","modified_gmt":"2020-09-29T05:55:38","slug":"five-email-management-tips","status":"publish","type":"post","link":"https:\/\/tsisupport.com\/tsistaging\/?p=8193","title":{"rendered":"Five Email Management Tips"},"content":{"rendered":"

For some people, staying on top of their inbox is a breeze, but for others they\u2019re facing literally hundreds of new emails<\/strong> every day and tackling it all can be a nightmare. In fact, you \u2013 or someone you know \u2013 may be notorious for responding to emails days later, after a decision has already been made. Or they may be the cog in the wheel that\u2019s constantly holding up progress because they simply haven\u2019t had the time to read their email. Those people typically then end up inundated with phone calls and desk drop-bys, which further hinder their ability to manage their inbox.<\/p>\n

Sourced from around the Web<\/a> \u2013 and from the TSI<\/strong> offices \u2013 here are a few email management<\/strong> tips that are guaranteed to help you master your inbox once and for all.<\/p>\n

\"EMail<\/p>\n

1. Designate set times of the day to go through your inbox, and turn off the desktop notifications.<\/strong><\/p>\n

Each time you see the little pop-up window flash that you\u2019ve got a new email, it may entice you to stop what you\u2019re doing and respond right away. While you may feel like you\u2019re a multi-tasking pro, it\u2019s more likely that you\u2019re making tasks take longer than they really should. Instead, set up calendar alerts for a few times per day (every 2 hours or so, for about 30 minutes) to go through your inbox and answer emails.<\/p>\n

2. Follow the \u201cOne Touch\u201d Rule.<\/strong><\/p>\n

This rule should be followed with everything that comes across your desk, not just your email. If you get an email that has an actionable item or requires a response, do it immediately, then file it away into a folder (see the next tip!) for safe keeping, rather than putting it off. If there\u2019s something that is pending action by yourself (such as sending a follow-up email in two days) or someone else, leave it in your inbox, and your inbox will act as a to-do list. By doing this, your inbox will be free from clutter and only contain a) new emails that you have yet to read, and b) emails that are awaiting action either from you or someone else.<\/p>\n

3. Keep yourself organized with folders and labels.<\/strong><\/p>\n

Whether you\u2019re using Microsoft Outlook, Gmail, or another service, there are a few ways to keep yourself organized. You can set up rules\/filters to automatically file away certain emails without them ever hitting your inbox \u2013 a folder\/label called \u201cdailies\u201d is great for capturing any newsletters you subscribe to that you like to read regularly, but don\u2019t want clogging up your inbox. You should also create a folder for every subset of your job responsibilities, so that as you send\/receive emails pertaining to those aspects, you can file them away. An example would be a Marketing associate whose job includes writing blog posts, handling all social media, and working on print materials. A folder should be created for blog posts, all social media platforms that are used (Facebook, Twitter, etc.), and any vendors \u2013 such as designers or printers \u2013 that are used for print work. This way, all correspondence related to these tasks are kept in their own separate folders and are easily accessible and searchable.<\/p>\n

4. Unsubscribe!<\/strong><\/p>\n

There is nothing worse than getting bombarded with emails every day \u2013 usually sometime around 12pm ET \u2013 from every single website you\u2019ve ever visited. There are three ways to handle the onslaught: you can unsubscribe from them manually by clicking the unsubscribe link that is usually found in the footer, you can use a service (we highly recommend unroll.me) that will comb your email account for every subscription you have, list them out for you, and then allow you to click \u201cunsubscribe\u201d in bulk. You can also quasi-unsubscribe by utilizing folders\/labels to divert emails that you don\u2019t need to see in your inbox, but you want to keep receiving \u2013 such as emails from stores\/brands that may contain discounts or coupon codes.<\/p>\n

5. Declare Bankruptcy.<\/strong><\/p>\n

Okay, so this is an absolute last-resort. There are times when you may be just so overwhelmed with emails that there\u2019s no way you can get through them. You may find that you\u2019re responding to emails weeks later, or that you\u2019re missing critical information that\u2019s hiding in the digital-mountain of a mess that is your inbox. In these very extreme circumstances, your best bet may be to create a folder called \u201cCritical\u201d (or something similarly important sounding), do a search for emails from VIPs (your boss, accounting, clients, your legal team, etc.), file them away in the Critical folder, and then delete everything else. Once you\u2019ve deleted your inbox, go into the Critical folder and begin enacting the One Touch rule \u2013 go through each email, complete any actions that are necessary, communicate with the appropriate individuals, and then enact your new filing system. If there was an email in the mix that you deleted, but was important, you\u2019ll get a follow-up phone call or email within a day or so \u2013 and if it wasn\u2019t important, you won\u2019t hear about it and it\u2019s just as good that it\u2019s gone.<\/p>\n

For 25 years, Technical Support International (TSI) \u2013 a Managed Service Provider (MSP) has been providing our clients with world-class IT support. We\u2019re based just outside of Boston, MA and have been proudly working with clients all over New England. To find out how to make the TSI team a part of your team give us a call at(508) 543-6979<\/strong> or email <\/em>info@tsisupport.com<\/em><\/a>.<\/em><\/p>\n

Did you enjoy this post? <\/em>Subscribe to our newsletter to stay up to date!<\/em><\/p>\n

Follow us on <\/em>Facebook<\/em><\/a>, <\/em>Twitter<\/em><\/a>, and <\/em>LinkedIn<\/em>.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"

For some people, staying on top of their inbox is a breeze, but for others they\u2019re facing literally hundreds of new emails every day and tackling it all can be a nightmare. In fact, you \u2013 or someone you know \u2013 may be notorious for responding to emails days later, after a decision has already…<\/p>\n","protected":false},"author":8,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":"","_links_to":"","_links_to_target":""},"categories":[40],"tags":[],"acf":[],"yoast_head":"\nFive Email Management Tips - TSI Support<\/title>\n<meta name=\"description\" content=\"Email is the backbone of business communications. 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