7 Best Practices to Organize and Declutter Your Email Inbox

If some people just let their email go through hundreds of unread messages, I’m not one of them – there’s nothing more disturbing than a neglected inbox.

If you’ve ever felt a deep despair in the pit of your being when you log into your email, I see you. I was you.

Here, let me help you.

1. Why do you need to declare your inbox?

Are you undecided? Although, really, how can you be on the wall when we’re talking about your inbox?

You have no reason not to declare your mailbox. The inbox is the primary communication tool in any job (even the most labor-intensive jobs), and the opportunity to do so is great given the increased potential.

No more morning breaks to rummage through the latest emails and try to keep up with topics. Yes, you may not know it because it’s a big project, but it’s worth it in the end.

i. Improvement of performance

Productivity is about achieving the maximum in the minimum time. His time management is well done, and responding via email is not a productive way to spend a work day.

At work, I often opened my voicemail to check on things, and spent two hours putting out fires and getting lost in rabbit holes. The cleaner your inbox, the more work you can offload, especially if you add a little automation.

ii. Track important messages.

I have to admit that when my inbox was a mess, I had trouble answering emails. I had a wall of emails (hundreds of unread emails) and I got a mini brush stroke every time I opened them.

In the chaos, it’s easy to miss important messages. In every job, there are urgent emails that deserve priority attention. An organized inbox allows for better concentration and greater efficiency.

2. Best practices for inbox management.

With a little effort and a few creative organization tips, you too can reach the elusive zero inbox – a feat few people have achieved and maintained. I am a minimalist at heart.

I can’t imagine a life where I have more than ten letters in my main mailbox, and even that is too much. Certainly not without being read.

You don’t know where to start? Follow these few strategies to get your inbox in order.

i. Tender with care

The main reason for the clutter in the inbox is the careless management of subscriptions. You may have subscribed to websites with free content, but then you get updates you’re not interested in and don’t do anything about it.

Or you are genuinely interested in receiving the newsletter, but feel that the site is abusing the frequency of sending it. Consider subscribing to a newsletter and sites you can subscribe to via RSS for your convenience.

ii. Set up rules and filters

Includes filters and color coding. The minutes you spend installing filters are nothing compared to the comfort and time you save once your system is up and running.

Use filters or rules in your email client, for example Gmail, or in your RSS tool, for example. B. Inoreader. With both, you can use powerful automation to instantly archive emails that contain specific keywords, such as B. to sleep later. Group emails by project, sender and subject.

Make a note of what is needed so you know how to get back to it as soon as possible. The creative way to apply the filters also depends on the level of complexity. Do you need more time for your business emails? Should it be automatically passed on to someone else? Filters are the answer.

iii. Integrate your mailbox with the RSSfeed

RSS prevents people from subscribing to newsletters, which is the biggest enemy of reaching zero inboxes. Even if you unsubscribe, you’ll get a constant stream of newsletters cluttering your inbox and distracting you from important and urgent messages.

If you can’t get rid of your newsletter subscription, you can at least move it to an RSS feed. All you need is the right tool – Kill the newsletter.

iv. Separate personal and business accounts

The biggest mistake I made early in my career was using email to get things done at work. If you are an employee of a medium or large company, you probably have an internal account.

But if you don’t, you’re keeping your personal and professional life separate – as a freelancer, that’s doubly important to you. Separate and should be your motto, because fewer emails in both accounts means it’s easier to manage your inbox at work.

v. Automatic, if possible

Marketers have embraced email automation to accelerate communication with customers and engage them with personalized content. What you probably don’t know is that you can use a few simple automation tricks to make your daily life less hectic.

Free yourself from the tedious tasks of sorting and labeling. Gmail allows users to automatically apply filters to emails containing certain keywords, forward emails, and create pre-authorized replies.

vi. Configuring response patterns

If you answer emails all day long, you are wasting time typing the same sentences over and over again.

Even signing an email takes a few seconds, and that time adds up when replying to the next email and the one after that. Restore the email signature that is automatically generated at the end of all emails.

Prepare a few templates that you can easily modify and that will save you a lot of time in the long run. As an added bonus, you’ll save your fingers some extra stress.

vii. Archiving during operation

I wouldn’t say I prefer the view to the email side, and neither would you. If the conversation ends naturally, file it. The best practice I can suggest is to archive as you go, but if you’re skeptical about immediate archiving, archive your mailbox every three months or so.

In addition to an empty inbox, you only save the emails that are most important to you, so it doesn’t take as long to find them, even through filters. We should take every opportunity to cut.

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