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Regardless of which email service you use, there’s a way how to make it work on all major mobile operating systems. There’s no excuse for not owning a smartphone these days. Start Checking Your Emails Throughout the Day So, whenever you find 10 unread email messages in your inbox, you can expect that only two of them need your immediate attention. When it comes to email organization, the 80:20 rule asserts that only 20 percent of all email messages you receive are important, and the rest barely deserves your attention. Your goal should be to quickly separate important emails from unimportant ones, taking advantage of labels and the snooze feature.
Don’t feel obliged to respond to each and every new email, however.
We recommend you dedicate at least three 15-minute slots to email organization per day, one early in the morning, one around lunch, and one in the afternoon. By reading your emails regularly, you ensure that the situation never gets too out of hand. Depending on how many emails you receive every day, it may take just a couple of days or even hours for your inbox to start overflowing with new, unread emails. We know that the last thing you want to do before or after work is read work-related emails, but that’s how things have to be if you want to become an efficient email organizer. Use filters and rules to easily identify important emails and delete junk with just a few clicks. In Outlook, you can achieve a similar result by starting a group conversation using the New Conversation option located in the upper left corner of the ribbon with a specific group of recipients selected in the navigation pane. In Gmail, you can do so from the Settings menu. In case email is your only option, at least configure your email client or service to group email messages as conversations.
If you often need to engage in group conversations, consider setting up Slack or some other instant messaging platform that has been designed with group conversations in mind. It’s much less suitable for extended group conversations where multiple participants share their thoughts with others. Generally, email is great for communicating well-formulated messages that require, at most, a simple confirmation. You should learn how to recognize such situations otherwise you may find yourself buried under replies to your emails. Sometimes it’s much better to handle something in person or over the phone than using email.
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