We all know how overwhelming managing our inbox can be. With the constant influx of emails, it’s easy to get lost in the sea of messages and lose track of our priorities. In this newsletter, I am sharing time-saving email features to help you be more productive and efficient in managing your inbox.
In a 24/7 work culture we spend a lot of time writing, reading and organizing email. Not only that, there is an expectation to reply to emails immediately. That isn’t good for our work life balance, if there is such a thing anymore. Here are 5 email features that not only save us time, they also protect our personal time.
Templates
Are there emails you send frequently, such as follow-ups or introductions? Instead of typing out the same email repeatedly, use email templates. Mail clients such as Apple Mail, Gmail, Outlook have template features. This feature allows you to save a pre-written message and use it again whenever you need it with just a few tweaks it to personalize it. Using templates could save up to 30 minutes a day and help you be more efficient in your communications.
Auto Responders
I am sure you have used the Out of Office auto responder. However this feature is not reserved only for vacation. You have permission to apply this feature every day! Many business owners are implementing a rule to check email 1 to 3 times a day only. They set an auto responder message informing the recipient that their email was received and they can expect a reply within a certain time period (end of day, within 24 hours, etc.). In a culture that expects 24/7 availability, protect your time (and sanity) by responding when the time is right for you.
Send Later
I love this feature and use it often. Who hasn’t received an email time stamped 11:15PM or 5:45AM? As small business owners, we often work outside of the typical 9 to 5, but we shouldn’t send the message that we are available any time of the day. With the “send later” feature, you can compose your emails when you have time and schedule them to be sent during regular business hours. This feature will also help avoid sending emails that may be overlooked or forgotten during non-work hours.
Email Folders
Using email folders is a simple yet effective way to organize your inbox and increase your productivity. By creating folders based on specific categories or topics, such as work projects, personal correspondence, or newsletters, you can easily sort and prioritize your emails. This allows easy access to important messages and avoid getting overwhelmed by a cluttered inbox. Additionally, with many email services offering features such as automatic filtering or rules, you can automate the process of moving emails into their respective folders, further saving time and effort.
Archive Email
The Archive Email feature is a useful tool that allows you to remove emails from your inbox without deleting them permanently. By archiving emails, you can declutter your inbox quickly while still retaining access to important messages when you need them. Search for them later and then properly file or delete.
By utilizing these time-saving email features, you can increase your productivity, reduce email clutter, and save valuable time. I hope you find these tips helpful in managing your inbox.
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