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21 September 2021
Managing continuity in your business is tough, especially with multiple tasks to be looked at every day.
Emails, being one of these tasks, can get in the way of your business’ productivity if not managed right away. This is why your employees need to have superior email management skills.
Similarly, you also need to plan your tasks in a way that your business continuity does not break. For instance, we do have disaster recovery plans for unforeseen events; so choose them for the IT security of your business to avoid further damages.
At Redpalm, we strive to serve quality while maintaining the safety of your IT environment and for this reason, we have curated a list of effective email management tips that promote more efficiency in the workspace and enhance the overall productivity of your employees.
Let’s take a look!
1. Set Up Signatures
When it comes to tips on email management, the first and most important step is setting up signatures. This email management tactic is probably the most useful one for increasing productivity by doing the bare minimum.
Let’s say for example – if you are working in an organisation where the majority of your communication is through email and you have to keep sending similar responses (perhaps for customer enquiries). Then, setting up signatures can save you a lot of time.
Put simply, when you receive one of these emails that require a default reply, you can select your previously set signature to reply in mere seconds. Doing this once rather than multiple times will collectively help you save a lot of time in the long run.
Why not get in touch with the IT experts at Redpalm to help set up email signatures?
2. Use the ‘Delayed Email’ Feature
Regular business emails, if not streamlined properly, can make you prone to forgetfulness. In other words, if your employees forget to send one important email on time, the entire process will be disrupted, eventually reflecting on the overall performance of your business.
In this case, one of the best email management tips would be to use the feature of delayed emails.
With the help of this feature, you can schedule the time at which you wish to deliver a specific email to people. In fact, scheduled emails are useful in cases where certain people like to receive updates and regular statuses at a particular time.
Moreover, if your business deals with social media, you can schedule emails to be sent when your target audience is most likely to be active, for more reach.
3. Categorise Your Emails
On certain platforms, you get the feature to organise your emails on the basis of your conversations. This feature comes in handy when you have many incoming emails from various sources; it simply groups all emails that are part of the same chain or the same conversation.
Once you do this, your inbox will look much tidier and organised resulting in increased efficiency and productivity.
Give this blog a read to find out more such ways of improving efficiency.
4. Create Folders for Common Emails
Once you have recognised the pattern of your emails and decided upon grouping your conversations, the handy option of creating folders for ‘similar emails’ will work completely in your favour.
For instance, on emailing platforms offering the feature of ‘filter emails’, you can add commands to group specific emails from a specific person or authority. Or else, if the email contains a certain keyword, you can command it to move to a specific folder.
Similarly, if you’re looking to upgrade your email management skills, you can also customise your notification sounds for certain senders according to your preferences.
5. The “Touch It Once” Principle
Based on making quick but firm decisions when handling emails, the touch-it-once principle can be a great time-saver.
Visiting an email over and over again is a waste of time. By following the touch-it-once principle, you only visit an email once, take action based on its contents and then move on to your next email.
While it may seem easy, actively putting this principle into practice can become challenging as we more often than not defer replying to emails. However, since many of us deal with large volumes of emails on an everyday basis, having this mindset is essential.
Furthermore, it keeps you from getting distracted throughout your day by the thought of unanswered emails and can improve your productivity.
6. Archive and Delete Older Emails
Everyone knows the importance and benefits of archiving the material that is not necessarily required on your screen. Similarly, when it comes to email management tips, clearing your inbox and spam folder is equally important.
However, if there’s no timely management of the spam folder of your email along with your inbox, it will not only eat up your storage space but also impact the overall productivity of your employees. This is why it’s crucial to keep archiving and deleting older emails from your inbox.
It doesn’t stop here though!
If you are using an exchange server, then you will have to use ‘shift+delete’ to permanently remove your emails. By doing this, you will end up having more storage space, less clutter and decreased strain on your system.
For professional assistance in regards to enhancing your employee productivity, get in touch with our IT service providers today.
7. Consider the Two-Minute Rule
Among email management tips, the two-minute rule follows a simple premise. If you are able to read and respond to an email within two minutes, why not take care of it at once?
Following this rule can save you much hassle in the long run and help you clear your inbox more quickly.
8. Read top-down
If you’re part of an email chain, you may find that multiple emails have arrived in your inbox regarding the same subject.
To tackle these emails effectively, read the email chain from the top down. By doing so, you can ensure that you’re reading the latest email first.
More often than not, the latest email in an email chain may supersede what’s written below it. As a result, you can ignore the contents of prior emails and directly reply to the latest email.
By reading your emails top-down, you can save more time and improve your productivity in the workplace.
Contact Redpalm for Robust IT Solutions!
Proper email management plays a crucial role in ensuring maximum employee productivity and the success of your organisation. With these email management tips, you can now actively streamline how employees manage their emails.
Alongside, effective email management, having the right IT support partner also plays a vital role. This is where we can help you!
Redpalm understands all the problems that occur while running any kind of business. We, therefore, prioritise the security of your system before anything else with our expert and tested services, specially formulated to increase your business’s productivity.
Our services are customised according to your requirements and when paired with our expertise, your business will boost in no time.
To learn more about our services, click here or contact us to schedule an appointment today!
