As you read this sentence, think about the current state of your email inbox. Is it clean and crisp with only a handful of new emails on a daily basis, or is it an entangled mess filled with hundreds (or even thousands) of unread and often unimportant emails? If it’s the latter, you’re in luck; we’ve got some tips to help you finally get a grip on your email inbox.
First, we need to start by controlling the level of emails that flow into your email inbox. Let’s discuss some of these methods.
This is a pretty simple rule; if you cut down on the number of emails you send, you should, in theory, cut down on the number of emails you receive. Generally speaking, email is meant to be used (and is most effective) for tasks that are not immediately pressing. While we understand that this isn’t always possible, even a little action on your part could make a world of difference. If you send one fewer email a day, you can potentially cut out at least one email in your inbox per day.
Depending on the topic, you might be able to use an instant messaging application or a phone in place of the email. These are generally more reserved for immediately pressing tasks rather than the passive nature of an email, but you do cut down on the chance that your email will be lost in the ether.
A business owner needs to stay up-to-date on the latest happenings in their chosen industry, and doing so might entail subscribing to email lists. These are automated lists that send you emails on a regular basis, and if you don’t keep up with them, it is easy to lose track of how many you have subscribed to. These quickly add up and can often drown out emails that actually are important.
A good rule to follow is that, if you have not opened an email newsletter from a particular organization or website in the past month, it’s safe to say that you are no longer interested in reading their content. Granted, some email newsletters are monthly, but if they are, they shouldn’t be clogging up your inbox. We’re talking about the real offenders that might send you several messages a week (or even a day). Many email newsletters have an Unsubscribe link at the bottom of the message, but you should be careful with these; the last thing you want is to walk into a phishing attack.
The idea of deleting an important email can paralyze you with inaction. While you could organize your inbox into folders and other segments for management, even this can sometimes create situations where you start to accrue too many messages. The fact that you don’t know what will be important in the next couple of months or years is also a challenge, as you cannot possibly expect to predict the future.
An email archiving system that is backed up and maintained by your organization can resolve these issues. If you have important messages that you need to keep around, you can simply archive them in a system where they can be searched for and pulled out at a later date. Most cloud-based platforms like Office 365’s Outlook or Google Workspace’s Gmail give you this capability.
If you are having trouble making a dent in your inbox, you just do whatever you would normally do for a large and daunting task: break it down into more manageable chunks and chip away at it over time. If you delete or archive more emails a day than you receive, you should theoretically be able to clean it up in a respectable amount of time. Devote a short amount of time each morning or afternoon to checking and managing your inbox. You might be surprised by how much this helps in the long run.
R&L IT & Telecom Consultants can help your business manage its email and implement great new technology solutions that keep threatening or time-wasting messages out of your inbox. To learn more about how we can help you with spam and email management solutions, reach out to us at (718) 685-2959.