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15 Email Productivity Tips to Get More Done in Your Day
Email is one of the most time-consuming aspects of professional life. You can feel weary and frustrated before you even start your day’s job if you spend your morning answering texts.
Most of us don’t think twice about how we use email. Every day, new messages arrive, and we respond as we go, without accomplishing anything during the day. It can be experienced when you are stuck in a never-ending cycle. It’s almost as though your inbox enslaves you.
To help you save time and keep organized, we have compiled a list of our top email productivity tips and hacks. Here’s what you need to know.
1. Turn Your Email Notifications Off
Because you’ll be checking your email less frequently, the last thing you want is to receive an email notification that a new message has arrived hours before your next scheduled email time block.
Instead, turn off your phone’s and computer’s email notifications.
Email notifications can be a constant source of distraction, causing you to lose focus and making it difficult to complete tasks.
Without a doubt, going a day without email dings and buzzes will seem strange at first, but you’ll quickly wonder how you ever got by without this email productivity tip.
2. Set aside specific times to check your email
Limiting the number of times you check email in a day is one of the top email productivity tips. For most people, two to three times each day is sufficient.
Make checking your email a daily task, just like the rest of your workday, by blocking off time on your schedule for it.
Managing and responding to your emails first thing in the morning before beginning any chores that require intense concentration. Then again in the afternoon when you need a break from your other responsibilities.
3. Learn how to use keyboard shortcuts
You don’t need Superhuman to make use of keyboard shortcuts. Consider the case of Gmail.
First, make sure that the keyboard shortcuts are enabled in Gmail’s settings: Save changes in Settings General Keyboard shortcuts.
Then all you have to do is memorise the most valuable shortcuts (the following are for macOS):
Move through your emails by going up and down.
- To start a discussion, type enter.
- To pick a conversation, press X.
- Select a previous or text message within a conversation with P/N.
- To send a message, press enter.
- Compose in a new window (Shift + C)
- When a discussion is chosen, press Shift + 3 to move it to the trash.
- Start a discussion with the letter S.
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4. To Get to Inbox Zero, Use Folders
Many people dream of having a neat email inbox, and sorting your mail into folders is one of the easiest methods to get there.
Folders allow you to filter what actions you need to do on each email, allowing you to work in “batches” and be more productive.
The folders you create will differ. Among the most popular choices are:
- Folder for “To-Dos”
- a folder called “done.”
- Folder “VIP Messages”
- Folder “For Reference”
5. Set a timer and go through the process in batches
Some small business entrepreneurs find that setting aside time in their day for email is beneficial. Set up a specified amount of time during the day to respond to messages, add action items to your task list, clear rubbish, and obtain a quick overview of what needs your attention next if this method works for you.
6. Emails can be converted into To-Do lists
Both Outlook and Google allow you to flag or star critical emails, but completing those tasks in their original form will leave you gazing at your inbox.
Instead, turn your emails into a to-do list that you can manage without being distracted by your inbox.
Use a different tool, such as Todoist, OneNote, or Focus To-Do, to work through email queries, tickets, assignments, and other chores during the day without breaching your no-inbox rule.
7. Make use of fullscreen mode
This email productivity tip is simple yet powerful.
If you have 50 tabs open simultaneously, a notification will almost certainly interrupt your concentration. Alternatively, you may decide that now is the most fantastic time to check your Twitter account for that crypto meme from yesterday.
Remove the possibility of becoming distracted. Set your browser window to full screen and hide all other tabs.
8. For quick responses, use templates
Sometimes you’ll find yourself repeatedly retyping the same email. Use templates for these boilerplate responses as an email productivity tip that can save you a lot of time.
Setting up some templates for regular emails and activities, where all you have to do is fill in a few details or numbers, is a terrific way to move through your inbox faster.
To keep track of your responses, you can use several template tools, such as TextExpander.
9. Emails can be scheduled to be sent at a later time
It’s sometimes more feasible and courteous to send emails at a later time rather than right now. The opening rate is also affected by the time of shipping.
It is simple with Gmail. When creating an email, click the arrow next to the “Send” button to select a date and time. It’s that simple! Most email clients provide similar functionality, and if you’re out of luck, many valuable add-ons can help you out.
10. To automate the process, use rules
Use rules in your email client to sort, flag, move, and arrange your messages to make the email management process more accessible. While creating practices that support the way you use email will take some time, after you’ve done so, you’ll be able to cut down on a significant portion of your email processing time.
The one-click rule states that you should only touch an email once. You can do numerous things while the email is open, but the regulation stipulates that you must do something once you open it. You have the option of archiving it, responding to it, or adding it to your task list.
The three-sentence rule states that all comments must be three sentences or less. That’s all there is to it. Less time spent on emails equals shorter responses. You can shorten this to 2-5 phrases, but the principle remains the same: don’t waste hours on a flawless reaction.
11. Use Your Smartphone to Get a Head Start
Many small company owners have cell phones to keep in touch and remain at work even when not in the office. If you routinely check email on your mobile device, reading and beginning to process messages while you’re on the go might save you a lot of time. Even if you merely make it a practice to delete rubbish and news, you don’t need to keep it; having a simplified inbox will be beneficial when you return to the office.
12. Limit the amount of time you spend responding to emails
Each block of email time you schedule on your calendar should have a start and finish time. This way, you can limit how much time you spend on email during the day, reducing time waste and increasing productivity.
The Pomodoro Technique is a fantastic email trick. Work through as much of your inbox as you can in one 25-minute Pomodoro cycle every email time block. If you didn’t get to all of your messages this time, they’d still be there the next time.
13. Make a Whitelist and a Blacklist for your email
Most email applications and email providers allow users to create safe address lists to ensure that messages are delivered while blocklisting, or banning, addresses that are considered spam. Take the effort to update these lists regularly to keep your inbox clean.
14. Don’t check your emails first thing in the morning
Consider not checking your email as the first thing you do in the morning. Reclaim your morning for yourself instead.
Begin by establishing a morning routine. Spending some time each morning on a workout, a walk, meditation, or breakfast with the family can be transforming both personally and professionally.
Next, make a schedule for your day. Make a list of what you want to do, go over critical activities, and choose two or three top priorities for today.
Then, while you’re still full of energy and attention, spend 30 minutes to an hour on your more critical job task for the day before checking your inbox. You’ll start to feel a lot better and do a lot more.
15. Take meeting notes through email
It is a game-changing productivity tip (and yet so simple). Open an empty email template and start taking notes whenever you’re in a Zoom or Teams meeting.
While in the meeting, jot down fast bullet points.
Finish the meeting 5-10 minutes early and immediately polish the notes for easier reading.
Then, please send them to everyone who might be interested.
Final Thoughts
We need to improve our efficiency in receiving, managing, replying to, and even thinking about email because it is an ongoing form of communication, and we don’t have perfect control over the incoming flow. Improved email productivity can help you maintain momentum, focus on what matters most, and save you a lot of time. Rethinking your email strategy and using this productivity will keep your weekly hours. We advise you buy yahoo emails, buy hotmail accounts, buy iCloud accounts.
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