I am a systems and training expert. Follow me for tips on building processes to manage your team and streamline administrative work and communications. I help businesses create a culture of effective communication, documented systems, and accountability.
January Jumpstart - Cleaning up your email
Happy New Year!As we kick off the new year, it's the perfect time to declutter and set the stage for a productive year ahead. One area that often gets overlooked is our email inbox. A cluttered inbox can lead to missed opportunities, missed assignments, and decreased efficiency. Let's start fresh by cleaning up your email! Here are a few simple tips to get you started: Archive Anything Older than 20 Days If the sender hasn’t followed up on an email or received a response within 20 days, chances are it’s no longer a priority or relevant. By archiving these older emails, you’ll have a cleaner inbox and a clearer focus on what truly matters. Don’t worry, archiving doesn’t mean deleting. Archived emails are safely stored away, allowing you to search and retrieve them if needed. This way, you can maintain a clutter-free inbox without losing important information. Folders and Labels Folders or labels can be a game-changer when it comes to keeping your emails organized based on different categories or projects. However, it is important to consider whether this method aligns with your workflow and time constraints. If you find that creating folders and sorting each email is too time-consuming or not as helpful as expected, there are alternative approaches you can explore. Try using different categories or tags that resonate with your workflow and how your mind works (it doesn't have to make sense to anyone else!) to make it easier to find emails later on. Alternatively, you can archive emails and utilize the search function as needed. Once you've dealt with an email and it no longer requires attention, simply archive it. Archiving allows you to keep your inbox clutter-free while still having the ability to retrieve important information using the search function. it's a quick and efficient way to maintain a streamlined inbox without the need for extensive folder organization. Filters, Rules, and Unsubscribe Let's face it, we all have those emails we genuinely want to read but don't have the time to get to them immediately. Instead of allowing them to clutter your inbox and add to the overwhelm, set up filters and rules to bypass the inbox. By having these emails go directly into their own folder or label, you experience less stress and have a clearer focus on the more pressing emails, and have a quick way to access all of your To Read content when you have the time. And don't forget the unsubscribe button. If you receive countless emails that you no longer find valuable, this can be a liberating feeling. Remember the goal is to create an inbox that works for you, not against you. The Two-Minute Rule When you come across an email that requires a response or action that can be completed in two minutes or less, tackle it immediately. Craft a concise response, complete the requested action, delegate, or provide the necessary information quickly. By taking immediate action, you'll prevent these small tasks from piling up and causing unnecessary clutter in your inbox. Manage Email Distractions Constantly checking and responding to emails throughout the day can be a major productivity killer, but not everyone can get away with only checking their email once or twice a day. Here are two methods to experiment with and see what works for you:
Finding the method that works best for you is key. Implement and adjust these to fit your unique workflow and preference. Remember, a clean inbox leads to improved productivity and a clearer mind. Take a few minutes each day to declutter and stay on top of your email game. |
WandaWorks, LLC |
WandaWorks, LLC
I am a systems and training expert. Follow me for tips on building processes to manage your team and streamline administrative work and communications. I help businesses create a culture of effective communication, documented systems, and accountability.
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