Email Management & Keeping the Inbox Clean!

 

    Email is still the most trusted, and efficient way of formal communications. Managing inbox is a hectic work, and can quickly make you feel stressed. The following simple tips would hopefully make things easier to manage, and save your time! 

Here are some simple email management tips:

(1) Make folders/ labels: 

          Organize your email by dividing your emails in various categories, and keep the emails in relevant folders, or labels, as available in Gmail, Outlook, Yahoo etc. mail services. This will also help you find the relevant email quickly whenever you need it.

(2) Read, reply, and delete:

           When you have newsletters, news, or other vital informational emails, don’t keep them in your inbox unless it has some important information which can help you now or in future. Read the information, and delete them, if the information consists of daily news/stock market information which could become outdated tomorrow or the next week.

   (3) Unsubscribe from unnecessary newsletters: 

         If you have a newsletter you subscribed a few years or decades ago, and their mails are getting unread, or in the spam folder because you no longer even bother opening them, maybe it’s time to unsubscribe and free up space in the inbox.

 (4)  Handle notifications in the apps/websites instead of receiving emails: 

         You get an email for each notification for your social media accounts about replies, likes, and such things which could be seen by you when you visit that website/app the next time. So, why have those notifications about notifications (funny, right?) bother you through your email, and take the space? Unless the notifications are from your family, boss, or colleagues, you should turn off email notifications for the general notifications, and just keep the most important ones so that you can respond in time.

  (5) Use the Email Apps: 

           Swiping right or left to delete or archive is faster than doing it on the PC. Replying is also as quick as texting (SMS) or using WhatsApp/chat apps, so, whenever possible, use mobile apps for your emails to do your email work quickly and save time.

 (6) Avoid attachments, use links:

            On August 20^th, 2020, there was a Gmail outage problem which caused problems when logging in & people couldn’t add attachments to emails, or download attachments from the emails. (Source- Gmail services restored after outage) Besides such rare incidents, there is a loss of time, and data when it’s working properly. So, instead of adding attachments, you should share Google Drive, Dropbox, YouTube etc. links in your emails so that your receiver gets the file/information without any issues. If the text can be added in the email, don’t add it as a PDF/Word file, just directly copy and paste / write in the email.

  (7)  Minimal informal emails: 

           If you can call or meet a person, then why bother emailing? Unless it’s a formal work, and required, you shouldn’t email people just to chit chat. That wastes their and your time. Maybe do that on social media messages, or the actual chat apps.

  I hope these tips help save your time, and inbox space!! 

Thank you for reading this far. 

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