Email management diaries
Prompt one
Just like any other person, I too have an email address and subscribe to newsletters, learning programs, vital submissions, and opportunities. And looking back, I struggled with managing my email because of that. I had to learn the hard way—procrastination—and thus missed out on opportunities. By the time I'd see the mail, it was too late. Mostly because I rarely opened my mail, and if I did, it was generally just a sneak peek to get rid of the annoying unread icon. And talking about newsletters or promotional emails just meant pulled up, abandoned, and marked as read (when I didn't even read one). And before I could realize it, I had 2500+ unread emails and a disorganized inbox. 😔
In the 2500+ scattered puzzle pieces, it was difficult to know which mail is important, and forgetting about important reading each mail was very tricky. But moving forward, 80 percent of my communication relied on email, so email management and etiquette were a must. Eventually, I found myself with lots of unread messages and silence from opportunities I anticipated.
I decided to learn how to manage my mail. At first, I struggled and crept right back in. But when I looked at the increased security, improved professional image, provision of versatility, facilitation of communication (universal communication tool), and increased organization that comes with having an email address, I effectively learned how to manage one.
Here are 6 practical and easy-to-implement tips I tried out:
Categorize your emails: Look at your current email communication demand. I'd strongly advise you to have two email addresses—one for personal work (where you subscribe to newsletters and anything to do with promotions) and the other strictly for work (invitations, meetings, etc.). I did it, and it worked. Now I'm not disappointed when I see promotional content instead of invitations because I know which mail is for what and what to expect.
Labels, folders, and turning on notifications: Creating labels in your mail is important and saves time. Imagine you have to look through a certain email for reference, and your mail has no labels. What's worse is that the recipient frequently mails you. You can also turn on notifications for snoozing an important mail you need to attend to.
Allocate email time in your calendar: Just like you have time for yourself, set time for your mail too. During that period, implement deleting some mail, unsubscribing, and attending to important mails. Also, include the 4 D's (delete, defer it, do it, delegate it).
One-minute rule: This approach will help you manage both your email and time better. One minute means if it takes one minute to respond to the mail, do it immediately. This way, you don't sit on emails that can be acted upon instantly and clears your mail too.
Know when to send emails: Email management is not just about the kind and volume of emails you send; it's also about the kind of volume of emails. When it comes to sending them, it would depend on the nature.
When it comes to email management, experiment with different management tips to find what effectively works for you. Remember, consistency is key for that clean and organized inbox. I will write a separate article that explains in detail about the 4 D's of email management.
I hope this helps you with your email management struggles!
