Email is the main way businesses and teams around the world communicate. It’s thought that companies exchange more than 70 messages daily through email. However, as emails accumulate in your inbox, they can hinder your productivity. Let’s explore some best practices for email management and tips to boost productivity.
A study by statistics found that employees dedicate an average of 13 hours each week to reading and answering emails. This translates to roughly 650 hours per year, making it one of the most time-consuming tasks for employees.
These figures highlight the importance of efficient email management. This article outlines effective strategies for managing both shared and individual inboxes to enhance overall productivity.
1. Transform Group Email Accounts Into Shared Inboxes
Many businesses use group email accounts to simplify communication with customers and partners. However, these accounts can burden employees.
Group emails mean a constant influx of messages. Often, only a few team members need to address a particular email. However, everyone in the group receives notifications, creating distractions. For instance, an email requiring action from only three employees might be read by five others, disrupting their workflow.
Streamlining emails within these group inboxes is crucial to minimize miscommunication and clarify responsibilities. Email collaboration tools can be beneficial in this regard.
For example, HelpSpot facilitates seamless shared inbox management. Tasks can be easily assigned to team members without forwarding emails. This streamlines internal communication and reduces email clutter, aligning with best practices for email management and productivity improvement.
2. Utilize Folders, Labels, And Categories Effectively
The terminology for organizing emails can be confusing. Gmail uses “labels,” while other providers use “folders” or “categories.” Regardless of the term, the purpose remains the same: sorting emails by content and recipient.
There’s no one-size-fits-all approach to creating labels or folders. Each individual and team has unique preferences. The key is finding a system that works best for you.
Categorizing and grouping emails into folders helps create a well-structured inbox. The more specific your labels, the easier it becomes to find important emails. Consider using sub-folders or parent categories for different clients, tasks, or projects.
3. Establish an Email Schedule: A Best Practice for Email Management
The average worker checks their email 11 times every hour. While seemingly less intrusive than phone calls, emails can contribute to stress. Employees often worry about unread emails throughout the day, leading to wasted time and decreased productivity.
Moreover, some employees keep their email open all day, exposing themselves to constant alerts and notifications that can disrupt their focus their workflow, even when following best practices for email management and productivity improvement.
Allocating specific times for email management allows for focused attention and faster processing. Instead of multitasking, dedicate blocks of time solely to addressing emails.
4. Implement the Touch-It-Once Principle
The touch-it-once principle is even more effective than having a fixed email schedule. As the name implies, it involves addressing emails immediately. Instead of revisiting the same email multiple times, open it once, take the necessary action, and move on.
This principle is particularly valuable when handling a high volume of emails, especially in shared inboxes. It reduces distractions caused by unread emails and improves overall productivity.
5. Unsubscribe Strategically: A Best Practice for Email Management
One of the simplest yet most effective email management tips is unsubscribing from unnecessary emails.
Employees often subscribe to various industry newsletters and websites to stay updated. However, these subscriptions can clutter your inbox.
Identify and unsubscribe from irrelevant subscriptions. This reduces the number of daily emails, leading to a more organized and manageable inbox.
Conclusion
Effective email management is crucial for any business aiming to maximize productivity. Without it, companies risk financial losses, increased employee burnout, and potential client dissatisfaction.
Implement the strategies outlined above to enhance email management, streamline workflow, and boost overall productivity.