Email is the main way people communicate in the workplace. Chances are, any important message you receive is going straight to your inbox. The problem of email overload and compulsive email checking has been around for years. However, it’s not inevitable and there are plenty of ways to organize your email so you don’t miss out on those important announcements or messages from your boss.Organize DAILY
In order to keep your email organized for more than one day, it needs to be a daily task. It’s best to do this first thing every morning or at another set time during the day. Doing so will ensure that you don’t miss any important information and that your email organization is up to date.
Use a Folder System
Implementing and Committing to a folder system to organize your email will make a huge difference. You can create folders such as “from my boss”, “company-wide”, “clients”, “urgent”, “memos”, “tasks” and more depending on your needs.
Once you implement an array of folders in your email, you can clear out your inbox and file accordingly. This will ensure that there are very few emails in your actual inbox in the future and you will know exactly where to look for certain emails. Additionally, you should stay on top of filing your emails and set a time to do so each day. Typically, it’s best to do this at the start and end of the day so things don’t pile back up.
UNSUBSCRIBE! And Set Your Spam Filter
Those pesky spam emails take up ALOT of space in your inbox. Unsubscribe from any emails that you do not need to be receiving. That means all those you delete without even opening. You can also change your spam settings to automatically get rid of unsolicited and mass emails.
Checking your email every 5 minutes is counterproductive. By organizing your email you should be eliminating the need to do this. Instead, set a reminder to check it every 30 minutes or so. This way, you can stay on top of your emails and filing them while still taking care of your assignments.
Make Your Inbox Do The Work
Depending on which platform you use for email, there are built-in features to help you stay organized. For example, Outlook has an automatic clean-up tool. This tool removes redundant messages, so it removes earlier messages that don’t include the latest reply. You don’t lose any information, because all your earlier messages are included in the latest message.
Additionally, If you are using Gmail, It has the auto-filter feature. With this, You train your inbox to know where to send an email and how to label it. For example, anything from your boss can be automatically sent to the “from my boss” folder, rather than searching through your inbox for it.
If you’ve been struggling with the problem of opening your inbox each day to thousands of emails, it’s time to get organized. Implementing these methods will make reading, finding, and responding to emails ten times easier. You will also be able to be more productive on the job without having to spend so much time hunting down that email from a client.