5 Tips for dealing with email overload

posted by Boutiqueoffice | February 21, 2021

Raise your hand if you suffer from email overload. Well, we all know that stressful feeling when you see tons of emails staring at you in your inbox, just waiting for a reply. Responding to emails can drain hours from the day, and managing them could feel overwhelming and exhausting. There are time savings hidden in your inbox, and I really want to help you find it.Think of email as a means to an end for managing projects, sending information, setting meetings and solving problems. So say goodbye to the days where you feel like you answered 100 emails, but you got nothing done in the day. It's time to take control of your email and not let your inbox control you. So here are a few tips and best practices to help create structure in your email process to better manage your time and increase your productivity. 

1. Time block your calendar and create 30 to 60-minute email blocks that bookend the beginning and the end of your day. This way, every day you can commit to your email duties within this set block of time to help you prioritize your most important tasks while managing that email FOMO, or fear of missing that important email. On average, professionals check their email 15 times per day, or every 37 minutes. Woo, that's just too much. Just imagine how much more important work you could accomplish if you cut your email tasks to just twice a day. 

2. Create email response templates. Email templates, also known as canned responses, are pre-written emails that you can easily personalize. Gmail provides the template feature, where you can create and store multiple templates, which helps increase your productivity and makes writing effective emails that much easier. Some common email templates are reaching out to a new client lead and offering a time to schedule a call,requesting information from a client, employee or vendor, outreach for pitching, scheduling interviews, podcasts, or speaking engagements, customer service followup, networking followup, and sharing contact information, or email introductions when you're connecting others. Think about what emails you send every day, or frequently, that could be put into an easy plug-and-play template. 

3. Evaluate where you can cut out those back-and-forth senseless emails, especially when it comes to scheduling something in the calendar.So save yourself the headache and time by setting up an automated system like Calendly that will find the best time for you and your contacts. And set up is easy. Calendly allows you to define your availability, where you can select specific days and times when people can schedule a call with you. And once you complete the setup, Calendly will populate a link that you can insert into an email, social media post, or even embed it on your website. And once someone clicks your Calendly link, they will then be able to simply schedule a day and time to speak with you.

4, Treat your email signature like a business card. Optimize your email signature by including your Calendly link, website link and social handles to eliminate any confusion on who you are and how someone could get in touch with you off email. Linkcard is a great tool that allows you to customize your digital signature, to promote yourself or your company in a unique and innovative way and network that much more efficiently.

5. Sync your email with your preferred calendar to make sending and receiving calendar invites a seamless process that keeps everyone included in the know and on schedule.

Source : C.Krost