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15 Hacks to Increasing Email Productivity

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15 Hacks to Increasing Email Productivity

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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.

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.

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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

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