Conquering Your Email Once and For All
Have you ever had a clean load of laundry ready to be folded and put away? It doesn’t feel like a priority, so you postpone the chore while the pile remains untouched for a week. Think of your inbox like that pesky pile of unfolded clothes. While it may not be the main focus, your inbox will become cluttered and out of control if you let it sit for too long.
Consider all the times you’ve struggled to find an email requiring your attention or have forgotten to follow up with a client. It’s a stressful situation, yet one that is easily avoidable with the help of email management.
If emails make you cringe, you’re not alone — many business owners struggle to maintain their inboxes. However, developing an organized system is an excellent way to stay on top of vital messages and ensure nothing is forgotten.
Commit to prioritizing your inbox by establishing healthy inbox practices that ensure your emails don’t sit around collecting dust (and junk!). Keep reading to discover simple steps to conquer the email beast and transform it into an optimized tool for your business!
Do an inbox cleanse
Get your duster out — it’s time to spring-clean your inbox! Hundreds (or thousands) of unattended messages can make your inbox feel covered in cobwebs. So first things first, purge what you don’t need and file important messages to archive.
Delete all junk mail and, in the process, unsubscribe from any newsletters and promos that no longer contribute to your business. Otherwise, they’ll continue to show up like clockwork. Then, make it a habit to organize your email with a quarterly triage to ensure a hassle-free experience every time you check it.
Review pressing emails
After your decluttering session, pat yourself on the back and move to the next step: working through the remaining emails. Consider how long it will take to read, respond, and take action on important emails. This stage could take several days, so prepare to break it up over a few time blocks.
Then, look at your calendar and assign times to address each email. Setting designated times will help others know when to expect your response. Once you’ve worked through this process, file the emails away and enjoy a clean inbox!
Establish an email management system
A cohesive folder hierarchy will assist you with organizing essential business correspondence, like payroll, team messages, client requests, and more. Think of your inbox like a bookshelf. While you could stash books on your shelf randomly, finding a novel becomes much harder when you need it.
Instead of moving emails haphazardly, start by labeling folders with dates or categories with top-level folders broken down into subfolders. Then, arrange accordingly and transform your inbox into an ordered library. A well-structured system like this will save you time and allow you to navigate your emails easily.
Designate office hours for emails
Ping! A new email notification is one of the trickiest distractions, as it offers a taste of productivity. But, in reality, it pulls your attention away from more critical tasks. So instead, set specific office hours for checking your inbox and responding to messages.
Consider the best time frames that fit into your daily schedule. These office hours will look different for everyone, so find a slot that works for you. Once you determine your office hours, add them to your calendar and stay consistent. Having a routine in place is especially important during your busy season.
Whether you choose a morning or afternoon timeslot, you can gain peace of mind knowing you’ll never fall behind on important inquiries!
Email management is essential for streamlining your business and keeping clients happy. If you want to reduce email-related stress for good, make it a habit to organize your inbox regularly. Once you implement an effective system, you will sail through your messages and enjoy a seamless communication channel!
Elizabeth Sheils is the co-founder of Rock Paper Coin, the first software platform to bring together wedding planners, couples, and vendors into one system for managing and paying contracts and invoices. Elizabeth is also a lead wedding planner with award-winning firm Bridal Bliss, where she manages the Seattle team. She was recently recognized by Special Events in its Top 25 Event Pros to Watch series.
