Email management is a skill that requires discipline and time to master. But once you do, it can significantly improve your productivity and help you become more efficient at work.

To start, create folders or labels to organize your emails. Creating default replies also helps reduce the amount of time you spend on writing emails.

1. Create Templates

Email templates are a great way to save time by allowing you to quickly respond to common messages. However, it’s important to ensure that your email templates are personalized and tailored to each individual recipient in order to increase engagement and drive desired outcomes.

When creating a template, consider including a personal touch that will engage the recipient and demonstrate your value as an employee. For example, by including the recipient’s name in your message or referencing details from previous conversations.

To create a template, click Email Templates and select New Template. Give your template a name and choose whether it is for personal use or shared with other team members. You can then select the template when composing an email to save time and reduce errors. Make sure that your template is mobile-friendly so it can be viewed on all devices.

2. Set Up Filters

Filters are a great way to organize emails and streamline the workflow. They can be set up to automatically sort emails based on specific criteria, such as sender, subject matter, or urgency.

For example, if you receive a lot of emails about social media promotions or updates, you can create a filter that automatically sorts these emails into a separate folder. This will allow you to focus on emails that require your immediate attention and prevent them from getting buried or forgotten.

Another way to improve email management efficiency is to set aside a dedicated time to check and respond to emails. This will help you avoid distractions and stay focused throughout the day. For example, you might want to schedule 30 minutes in the morning and 30 minutes in the afternoon to check and reply to emails.

3. Unsubscribe from Unnecessary Emails

Unnecessary emails, or digital junkmail, can be a major productivity drain. They clutter your inbox, preventing you from finding important messages, and they can also take up valuable storage space. Unsubscribe from unnecessary email newsletters and notifications to keep your inbox clean and organized.

When you do receive important or urgent emails, be sure to respond immediately or within the two-minute rule, and prioritize the rest of your emails into categories. Lastly, limit how much time you spend on your inbox and consider using an email management tool that improves organizational efficiency with features like shared inboxes and document collaboration. With these strategies, you can increase your email productivity and save hours of useless scrolling.

4. Keep Your Inbox Clean

Keeping your inbox clean is essential to maintaining productivity. Revisiting emails over and over again is a waste of time, and it can lead to missed opportunities and unfinished tasks. Taking the time to archive or delete emails that are no longer necessary can help reduce email clutter.

Consider prioritizing your inbox to ensure that critical messages are dealt with first. Prioritizing by “must respond,” “should respond” and “could respond” can help you quickly focus on the most important emails that require immediate action.

For less urgent emails, you can also use file folders or labels to organize your emails into distinct categories. This way, you can easily access them when needed without having to sift through your inbox. This email management tip can be especially helpful for business professionals who have multiple email accounts. These tips can help streamline your work and boost productivity.

5. Create Short and Clear Subject Lines

Email recipients make snap judgments about whether an email is worth their time based on the subject line. Creating catchy and clear subject lines can help them prioritize your emails.

Shorter subject lines are more likely to be read, especially in the preview window. Keeping them short can also ensure they don’t get cut off or end up in spam folders.

Subject lines that communicate urgency or intrigue can prompt readers to open your emails. Emojis, shortened words, and numbered lists can help create an engaging subject line. Using all lowercase letters can also give your emails a more personal tone and feel like an email from a friend. This trick can increase your click-through rate. This is particularly effective when used by a business that knows its audience well. For example, this subject line from Wish piques the curiosity of their audience by describing what they’ll get when they shop with them.

6. Be Clear in Your Communication

Email is the primary mode of communication in most businesses. It can be a great tool for staying on top of your projects,  collaborating with teams, and nurturing leads and sales. But if not managed well, it can become overwhelming and distracting.

One of the best ways to manage emails is to be clear in your communication. This includes avoiding ambiguity and technical jargon, which can cause confusion for your audience. It also means drafting concise and thoughtful replies that are easy to read. Click here to learn how to set up email notifications for google forms.

Remember, while 80% of the emails you receive may not require your attention, the 20% that are crucial can still make a big difference. Be sure to prioritize and address these as soon as possible. This will prevent them from falling through the cracks or being forgotten. It will also help you to avoid the frustration of revisiting emails that have gone unanswered.

7. Archive or Delete Emails That Are No Longer Necessary

Emails can pile up quickly, especially when you’re constantly checking them. This can lead to a messy inbox and even a condition known as email anxiety (yes, it’s a thing).

To avoid this, try using the touch-it-once principle. This method involves only handling an email once before archiving or deleting it. This can be difficult at first, but it will help you avoid revisiting the same emails and saving you time in the long run.

For important emails that will require a longer response, you can create a folder and put them in the folder for later. This will keep them out of your inbox but still accessible to you if needed. Alternatively, you can also delete them completely to free up space. This method is also a good way to declutter your inbox regularly and ensure it’s clean and optimized.

8. Create a Schedule for Checking Your Inbox

Email can be distracting and interrupt your workflow, so it’s important to have a schedule for checking your inbox. This may include blocking out time in the morning, afternoon or evening to check and respond to emails. You can also create a folder or label for each type of email you receive (for example, newsletters or online orders can go in one folder while urgent communication goes to another).

When you do check your inbox, try to respond immediately to any messages that are actionable. You can also apply the two-minute rule, which is based on the concept that if it will take you less than two minutes to do something, then do it immediately. Otherwise, flag it or put it in a queue to be addressed at a later time. This will minimize the number of unaddressed emails in your inbox.

9. Create a To-Do List for Emails

Emails are an effective way to communicate, but they’re also often used as a to-do list. This is a big problem because it can be hard to keep track of your tasks and easily prioritize what needs to be done.

To avoid using your inbox as a to-do list, it’s helpful to set up a system that segregates emails into categories. This can be done by using folders or labels, or you can set up a task management tool that automatically sorts your emails into categories.

Another good email management strategy is to follow the Two Minute Rule, which states that if an email can be addressed in two minutes or less, do it right away. This can help reduce the number of small tasks that accumulate in your inbox and boost productivity. You can also use starred emails to remind you of important tasks and follow-ups.

10. Create a Calendar for Emails

Using a calendar to manage your email can help you track what is coming in, what needs attention, and when. It can also serve as a visual representation of your workflow, making it easier to spot patterns and trends.

Color-coding your calendar can be a simple way to distinguish different categories. Use these colors to represent different campaigns, statuses, or email types. This allows you to quickly get a bird’s eye view of your work and reduce confusion.

Implementing these email management strategies can improve your productivity, limit missed follow-ups, and optimize your inbox. However, it is important to remember that results are not immediate and will take time to become routine. Continue to practice these tips, and over time you will see the benefits. Good luck!