Rhian Hopkins


Are you having trouble staying productive? Are you spending too much time replying to emails rather than completing your daily tasks? If your answer to these questions is YES, not to worry, you are not alone. In this post, I share tips that will help you manage your emails efficiently.

The productivity hacks I will be sharing in this post rely on some of the common tools found in most email management systems. Likewise, some of the hacks/tips rely on letting go of some bad habits. Nevertheless, following these simple tips will help you become more productive with your work.

  1. Clean Your Inbox

You can clean your inbox in three significant ways.

  • Delete Unnecessary emails: Scan through your inbox to see which messages you are unlikely to read. Study the subject lines and senders. In so doing, you will be able to determine which messages you can delete. Examples of likely emails that you can sort for delete include; Promotional mails, routine emails from friends that you can respond to at a later date etc.
  • Unsubscribe: There are some emails you will never open. So, to avoid ever receiving such messages again, it is best to unsubscribe from the senders mailing list. By unsubscribing, you won’t even have to worry about having an email to delete.
  • Archive: Make use of the archive feature to save emails that you can classify as important but not urgent. By archiving them, you either read or reply to them at a later time that is convenient for you.
  • Schedule your email time

Sometimes, your intention might be to reply to an urgent email quickly. However, a couple of hours later, you are still going through your emails and daily task are still undone. To ensure your daily productive doesn’t suffer, I recommend you schedule a specific time to go through your emails. In so doing, you will be developing a new habit that would boost your productivity.

  • Create Folders

To ensure you don’t miss anything crucial, you need a system that allows you to group your email messages. The best way to do that is by creating folders for each group. For example, you can have a folder for co-workers, family, entertainment, bills, and so much more. With the help of folders, you can locate your various interests easily, and prioritise your responses.

  • Create  Templates

Templates are an excellent tool for time management. Over time, you must have observed that the way you respond to certain emails share some similarities. If that is the case, then you can create an editable template to help you reply to those types of emails efficiently.

  • Employ A Virtual Assistant

While it might be a good idea to make use of an Email management tool, a more rounded option is to employ a virtual assistant. Making use of a virtual assistant is more effective in dealing with multiple emails. Also, they can help respond to your emails immediately and attend to other activities. For instance, they can grant access to other employees, create templates, manage filters,  schedule replies and much more.

In conclusion, if your goal is to stay productive, then I advise you to implement the simple tips I have shared above. To be productive at work and other helpful life hacks, you can follow on via my website for the latest updates. You can also follow me on all social media platforms. Also, if you are looking to hire a great virtual assistant, give me a call.

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