Skip to main content

Email Management Tips - Get It all Done On Time!

Email Management Tips

Are you wasting time trying to manage your Inbox?

Nowadays we all receive way too many emails and spend a lot of time trying to manage them.

If you feel like you are wasting too much time on emails and things are getting out of control, you need to re-evaluate the way you manage it!

Did you ever find yourself scrolling through your inbox looking for that certain email that contains essential information you need right away? Just how much time did you waste like that?

But don’t worry, I’ve put together some tips to help you regain control over your inbox, so you can allocate your precious time to more important things. Don’t let your email manage you!

1. First, delete unnecessary messages

When you open your email inbox in the morning, the first thing you must do is delete unnecessary messages, without spending too much time on them.

It’s good to do this before opening and reading high-priority email, so you can start your day clean and focus on what really matters.

2. Unsubscribe from alerts and various notifications

If you end up every day deleting emails from the same source without opening them, it’s time to unsubscribe. It’s things you don’t really need and they pile up in your Inbox every day.

To make your life easier, take some time to unsubscribe from any newsletter you are not interested in and cancel any notifications coming from Facebook, Twitter and LinkedIn and other sites you subscribed to.

If you don’t want to stop these notifications or if you think that once a month you may actually feel like opening a newsletter, then just create a folder and set some rules so these e-mails are directly delivered to these folders and not to Inbox. Then, whenever you feel like it, you can check them out.

3. Turn off email notifications so you can stay focused

Does an alert pop up every time you receive a new message? That’s rarely helpful.

If instant alerts are pertinent to your job (and you’ll know if they are), leave them alone.

Everyone else, however: turn them off permanently! Email alerts are highly distracting.

4. Organise your emails into folders

Having a full Inbox all the time can be highly distracting and unproductive.

It’s important to understand that the Inbox is just space where you should temporarily store messages, it shouldn’t be a filing cabinet where everything gets tossed without being sorted.

Make a little library out of your email client. You can have folders for persons, institutions you’re working with, social media related emails etc.

It’s always important that you organize things in a logical way. That will help you save a lot of time when you plan to retrieve a certain email.

5. Mark important emails as unread

The “Mark as Unread” option can really change the way you work with emails. You can quickly glance through your inbox and mark unread those items you’d like to come back to once you have the time. This way, you won’t forget about them.

Try to end each day with as few items marked unread as possible, with the goal of having none. If you can’t manage that, just start the next day with the emails you marked as unread on the previous day.

6. Give some thought to the recipients

For many people, the To: and Cc: fields in email have become synonymous. Well, they’re not!

Use them to make a distinction between who the email is being sent to and from whom you expect a response from (the To: field); and who is being copied so they have the appropriate context (Cc:).

Try to be clear about who you expect to respond. Five people in the To: field will most likely have the unintended consequence of generating five different email responses…and yes, your Inbox will go BOOM!! You may actually even overlook that ONE answer you needed.

The more people addressed, the more crowded your Inbox is likely to become.

You have control over that.

These are some of the most valuable Inbox practices I’ve learned over the years. Implementing them every day, helped me stay organized and efficient.

Here’ also a good Outlook Organisation Tutorial, for the Microsoft Office Users.

If you have other email management tips that work great for you, I’d love it if you took the time to share your experience.


  1. Thanks, Daniela.
    Very time saving advice to manage important email. You proved that with a few very simple organizational tricks, you can be more efficient with email. Some of these tips utilize functions found in most email programs, but many of them are ways that you can change your own habits to affect your email workflow. They restructure how you use different email functions, adding a little bit of foresight so that when it comes time to delete and archive messages. You’ve already done much of the hard work. Very Good!


Post a Comment

Popular posts from this blog

9 Keyword Research & Analysis Tips

Keyword research is one of the most important and high-return activities in the online marketing field. While searching for the right keywords, you also acquire an insight into what matters most to your customers.

Working on search engine optimisation is not about bringing visitors to a website, what matters most is getting the right visitors. To bring in the visitors you want, you need to assess the value that each keyword has for your services, making sure that the visitors are going to find what they are looking for.
The Basics of Professional Keyword Analysis Who are your target customers? It's time to create your buyer persona! The goal is to map out the different topics that your target customer searches for in Google. To do that, you need to identify what is that your potential customers care about.
Depending on your industry, you may have several different buyer personas.
Ask yourself these questions:
 What is their age?  What is their income?  What is their occupation?  W…

Free Online Marketing Tools - My Personal List

I love online marketing and while I think that there are tools out there that are worth all the money, I know that every freelancer or small business has a very low online marketing budget to start with.

There are free tools that can make your online marketing work easy and fun.

I made a list of the free online marketing tools I love most and hope that everyone will find at least one useful free tool in here.

Write a comment on this blog post and let me know what's your favorite online marketing tool and why.

Hope you enjoy reading my post.
Free Browser Extensions There are a few browser extensions that help me save time and do my marketing work in a smarter way. I published a top 10 Chrome extensions for marketers.

Easy & Commission-Free Payment Processor PaydemicPaydemic is the fastest way to get paid for your client work.
As a content seller, you receive the exact amount you specified for the Purchase Link when a payment occurs.
The buyer is charged the amount you specified…