15 Hacks to Increasing
Email Productivity
Life is short. Work Smart. Have fun. Compiled by Brightpod.com
Life is short. Work Smart. Have fun. Compiled by Brightpod.com
1. Limit yourself to 5 sentences

According to Guy Kawasaki, ―Less than five
sentences is often abrupt and rude, more than...
2. Get to Inbox Zero daily

The more messages there are in your inbox, the
more of your brain resides there. Clear it out ...
3. Create Filters

Keep creating filters for noisy, frequent, and nonurgent items.
What I do in Gmail is to create a filte...
4. Turn off notifications

Turn off automatic email checking also known as
push notifications. Turn off automatic email
ch...
5. Turn off sounds & alerts

The same goes for notification sounds and alerts.
Shut them off.

Life is short. Work Smart. ...
6. Batch Emails

Gather your email activity into batches.
Read and send what you need to within a certain
time constraint,...
7. Multiple Inboxes (Gmail)

If you are using Gmail, make full use of Multiple
Inboxes.
With Multiple Inboxes, you can con...
8. Trusted Trio

Use Lifehacker’s Trusted Trio, which is made up of
three folders:
• Archive (for closed messages you may ...
9. Action Method

Or, you can choose to use 99u’s Action Method to
organize your inboxes instead.
This system is made up o...
10. Move Quickly

Have a set of actions in mind, and move through
your inbox quickly.
In Michael Hyatt’s words, ―Don’t get...
11. Reply under 2 minutes

If you can reply in under 2 minutes…
…do it right away.

Life is short. Work Smart. Have fun. C...
12. Go to the bathroom instead 

Life is short. Work Smart. Have fun. Compiled by Brightpod.com
13. Archive

If in doubt, archive…
…and don’t think twice about it.

Life is short. Work Smart. Have fun. Compiled by Brig...
14. No chit-chat

Avoid chit-chat over email.

Life is short. Work Smart. Have fun. Compiled by Brightpod.com
15. Move email app icon

Move your email application icons somewhere
where it won’t bother you – you control when you
chec...
Life is short. Work smart. Have fun.
Compiled by www.brightpod.com
Upcoming SlideShare
Loading in …5
×

15 Hacks to Increasing Email Productivity

857 views

Published on

I check my email first thing in the morning, and last thing before I go to bed. I check it once every 5 mins, clicking the refresh button and hoping to see something interesting pop in and spice up my day.

Gladly (or not), I know I’m not alone in this. A study by Apex Performance revealed that we’re looking at our email about once every 20 minutes, and more than half of the employees surveyed check their inbox more than 11 times a day. In short, we’re spending a lot of our work time looking for a ping in that inbox.

Published in: Business
0 Comments
3 Likes
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
857
On SlideShare
0
From Embeds
0
Number of Embeds
4
Actions
Shares
0
Downloads
16
Comments
0
Likes
3
Embeds 0
No embeds

No notes for slide

15 Hacks to Increasing Email Productivity

  1. 1. 15 Hacks to Increasing Email Productivity Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  2. 2. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  3. 3. 1. Limit yourself to 5 sentences According to Guy Kawasaki, ―Less than five sentences is often abrupt and rude, more than five sentences wastes time‖. If you are still afraid of offending the recipient, add in this text at the end as a disclaimer: ——————————————– Q: Why is this email five sentences or less? A: http://five.sentenc.es Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  4. 4. 2. Get to Inbox Zero daily The more messages there are in your inbox, the more of your brain resides there. Clear it out on a daily basis. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  5. 5. 3. Create Filters Keep creating filters for noisy, frequent, and nonurgent items. What I do in Gmail is to create a filter that automatically archives all emails that are sent from certain senders, and voila! my inbox is junk- free. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  6. 6. 4. Turn off notifications Turn off automatic email checking also known as push notifications. Turn off automatic email checking also known as push notifications. It cuts into your focus and flow while working, not to mention drains your phone battery. It cuts into your focus and flow while working, not to mention drains your phone battery. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  7. 7. 5. Turn off sounds & alerts The same goes for notification sounds and alerts. Shut them off. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  8. 8. 6. Batch Emails Gather your email activity into batches. Read and send what you need to within a certain time constraint, and then get back to work. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  9. 9. 7. Multiple Inboxes (Gmail) If you are using Gmail, make full use of Multiple Inboxes. With Multiple Inboxes, you can confidently delete or archive messages knowing that important messages are safely stored in your other inboxes. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  10. 10. 8. Trusted Trio Use Lifehacker’s Trusted Trio, which is made up of three folders: • Archive (for closed messages you may want to reference later). • Follow Up (for messages to do something about and respond to). • Hold (for messages you’re waiting on someone else to get back to you about). Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  11. 11. 9. Action Method Or, you can choose to use 99u’s Action Method to organize your inboxes instead. This system is made up of 4 labels/folders: Action Steps (tasks that need to be completed within 24 hours), Backburner (tasks that require review or non-urgent follow-up), Delegated (tasks that require a response/action from someone else), and References (for non-task-oriented emails). Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  12. 12. 10. Move Quickly Have a set of actions in mind, and move through your inbox quickly. In Michael Hyatt’s words, ―Don’t get bogged down, keep moving‖. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  13. 13. 11. Reply under 2 minutes If you can reply in under 2 minutes… …do it right away. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  14. 14. 12. Go to the bathroom instead  Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  15. 15. 13. Archive If in doubt, archive… …and don’t think twice about it. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  16. 16. 14. No chit-chat Avoid chit-chat over email. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  17. 17. 15. Move email app icon Move your email application icons somewhere where it won’t bother you – you control when you check your email application. Sahil Parikh, founder of Brightpod, literally places his Mailbox application icon on the second page of his smartphone. Life is short. Work Smart. Have fun. Compiled by Brightpod.com
  18. 18. Life is short. Work smart. Have fun. Compiled by www.brightpod.com

×