6 SIMPLE TIPS TOWARDS EFFECTIVE EMAIL MANAGEMENT

Philip is an AC technician, building his own business industry. He manages all incoming emails and inquiries from his current and new clients. However, he realizes that he receives hundreds of emails every day and spent lots of time reading and replying to the messages.

Many of us can relate to this scenario. People mostly searching and applying for jobs look closely on their inboxes every 5 minutes. In an E-commerce industry, customer service representatives spend and waste time in organizing emails, sorting out, deleting old emails, and replying to each one of the messages. More often than ordinary people, writing an email is their first priority rather than getting other things done.

We all knew that email is intended to facilitate communication faster and more convenient than cellular phones. Phones and telephones are limited only to certain countries inside. Only online communication is much being used today because it provides real-time communication. For example, Facebook messenger when connected to the internet can talk to your friends easily and faster. But once you convey the message that is very important, you need to scroll up your conversation or search it which takes time to load. This is why email is the best communication medium to keep significant messages like bills, payments, application forms, product promotions and many more.

But how do you manage your emails? What email management strategy are you performing?

Below are some tips on how to level up your strategy in managing emails.

FIRST OF ALL, USE AUTOMATED EMAIL RESPONSES.

Are you familiar with automated email responses? There are lots in the market today. These automated email tools magically enable your customer service representatives to reply to emails faster and more completely, with keyword-based email drafts because you are expected to reply as soon as possible in some cases like in a customer service industry.

This is why automatic responses are made. Automated email responses are reliable when it is done right. You have to set up the template professionally. Email drafts are made to be easy and can be edited right away on those applications.

TURN OFF YOUR NOTIFICATIONS AND SET TIME WHEN TO CHECK

Doing other tasks while you are at work needs some focus to speed up your job. However, when you receive notifications coming from your email, it will just distract you and be interrupted by what you are doing. Researchers say that this is one common mistake of busy persons. People tend to turn on their notifications so they will always be updated. One way to be updated is to set time when to open your email so that there is no distraction taking over while doing some other responsibilities.

Here’s the best thing, always set time for checking your email. Encourage yourself to do it in the range of time you scheduled. Business owners settled their time in checking emails early in the morning and at the end of the day. This gives them more concentration on their business and other related works. 

UNSUBSCRIBE AND DELETE EMAILS THAT ARE NOT NEEDED.

Check every email you receive and think if it is necessary. These emails include newsletters, advertisements and promotional emails. Messages like this will cover up the more important ones. Unsubscribing emails like this will surely lessen the burden of reading an email from time to time.

Empty your inbox as much as you can at the end of the day. Starting fresh emails every morning will give you a good beginning.  Leave the prioritized and important messages in your inbox so you won’t fall behind.

  

GROUP ALLMESSAGES IN YOUR INBOX IN A FOLDER

Messages from work, family and friends need to be sorted in different folders to set priorities in each. It will lessen the time on which email you should open and read first. Replying to the emails knowing that you know what the content is will be easy and convenient.

MAKE YOUR EMAIL SHORT AND CLEAR AS POSSIBLE

Cut the chit chat on your responses to the email. Keep it short and clear so that the receiver will directly get your point and vice versa. This will save you time and increase your productivity. One good tip is to limit it by just 3 to 5 sentences. Stick to your limitation and will surely differentiate your emails from the past and up to now.

REVIEW YOUR MESSAGE BEFORE YOU HIT SEND

People who are in rush commonly incorrectly send irrelevant content to their receivers. Practice reviewing your messages if it is really dedicated to the customers. Include checking the grammar, punctuation marks used, proper usage of lowercase and uppercase letters, spelling, etc. In this way, receivers will be impressed with the body written inside your email. Possibly, the recipients will reply as soon as possible because of the effective writing strategy you have done so far.