Your inbox as a business leader is probably clogged with unread emails.
Missing a time-sensitive or important email can be costly. A busy schedule of meetings and strategic work can make it difficult to sort through unread emails.
Schedule email time
Check, archive, respond, forward, and delete emails daily – before breakfast, lunch or bedtime. Finish by filing all “complete” communications daily to keep your inbox tidy. If you use these tips daily, you won’t miss any important personal or business communications.
Streamline it all
Emails can be streamlined. You need a “priority” mailbox (using Superhuman or ultra-customised Gmail). Unsolicited emails are blocked. No mouse is required to archive, reply, forward or send emails. Finally, never reply one by one. Set up email alerts and ping your assistant to do the rest.
Multiple accounts
Some people swear by multiple email accounts. Filters can be used to categorise and prioritise emails. Internal teams, freelancers/consultants and payments can all have their own. Once prioritised, answer each email individually. This method helps you prioritise interpersonal issues before financial ones.
Use a ‘Star’ process
Using Gmail’s star feature helps you mark important emails. During email checking time you can easily find starred messages. This helps you focus better, and not waste time on an email that’s not important. Anyone, even non-techies, can use this simple method. Inbox zero is a pipe dream for most of us.
Increased Productivity
Consider email spam management. A study by the Rockbridge Association and the University of Maryland Robert H. Smith School of Business found that spam removal costs businesses $21.6 billion annually. The economic impact of spam in 2004 may boost your company’s productivity. And spam isn’t the only problem addressed.
Reduced Compliance Costs
Recent corporate scandals have prompted new regulations promoting corporate transparency. While beneficial to the public and regulators, most businesses have suffered. Storage costs have risen due to increased document retention. In short, a smart email management system can reduce compliance costs.
Reduced Security Threat Exposure
Email viruses can expose company assets, including intellectual property and consumer data. According to Secretary Jim Nicholson, a high-profile data theft cost the U.S. Department of Veteran Affairs “way north of $100 million” a few years back. While many companies won’t face that threat, losing client data or trade secrets is always bad.
Rapid Recoveries in Disasters
While preserving every byte of data on backup servers is critical, a well-defined email archiving system can help a company recover much faster. A calm recovery depends on knowing where data came from (and should be restored).
Email is still useful for business owners, but you’re probably overwhelmed by the volume. Streamlining your email habits will increase your productivity while keeping you informed of company and industry news. Use these tips to improve your email habits and those of others you communicate with.