Everyone who's ever worked in a fast-paced company knows how much of an effort it can take to effectively manage the never-ending stream of emails being sent his or her way. And this becomes even more difficult if you're the person in charge, since so many people are depending on your quick and clear responses in order to do their jobs well (no pressure!). Managing your inbox takes some commitment, but when you finally figure out a system that works for you, you'll find you spend a lot less time worrying about your emails, and a lot more time being productive at work. Here are a few tips to help you get started:
Get Organized
If you've ever spring-cleaned your desk, decluttered the various stacks of business cards and organized all of the address labels and other office supplies in your drawers, you know that a tidy work area can increase your productivity dramatically. The same is true for your inbox – decluttering, organizing and maintaining that tidiness is key to managing the constant bombardment of emails. Harvard Business Review recommends using a service called Unroll.me which will aggregate the rest of your subscriptions into a single email. Next, use labels and folders to organize your important emails further. However, avoid using so many that you end up making things even more complicated – do what works for you. Maybe that means setting up a folder for client emails and a folder for internal ones, for example.
Schedule Some Time
Trying to respond to emails whenever you have five minutes between projects or meetings isn't an effective way to manage your time. It also might not be the best way to give thorough and well-thought-out responses. Schedule 20-30 minute breaks into your days every few hours when you can sit down and sift through several emails at a time. One of the best times to do this is during the half hour before a meeting when you don't have enough time to start on something new.
Send Fewer Emails
Here's something to keep in mind: If you almost always communicate by email, you're going to have a much fuller inbox. Make your life easier by sending fewer emails, and instead communicate via instant messages, calling people on the phone or even walking to someone's office. Encourage your team to do the same if they have something urgent they need from you. That way, you'll have a lot fewer emails to sort through each time you look through your inbox.
Respond Right Away
When people don't have a lot of time to spend on emails, they often read through a few and then wait to respond until they have more time later. As much as possible, send responses right away so you don't forget about emails or let them pile up. Think about it: If you put it off, you'll have to respond to those emails along with the dozens more that reach your inbox within the next few hours.