First think about this – as your business grows, there will be individuals and companies who will be interested in working with you so, not managing your email can result in missing out on potentially huge opportunities. Having a clustered inbox can cause you to overlook those prosperous emails.
The 3 systems for managing email you should start using today.
- Implement the “One-Touch” Concept
Start implementing the “one-touch” concept for managing your incoming emails. This means that each email gets opened once and one of three actions are immediately taken:
- Delete it– These are for emails that don’t require a response.
- Delegate it– If you do have an assistant or someone on your team that can take care of a specific issue, you can delegate it to him/her.
- Take action– These are for emails that you need to act on. Your action might be as simple as replying immediately, or adding a specific task to your calendar and removing it from your inbox.
2. Unsubscribe from emails you don’t need
Unsubscribing from any emails that aren’t necessary for you to run your business will dramatically decrease the volume of emails you receive daily.
Examples of these kinds of emails are social media notifications (friend requests, comments, likes etc), email newsletters that you aren’t actively reading, or any other email that doesn’t help you accomplish your goals.
A good program for helping you with this is Unroll Me, which helps by combining all of your active subscriptions into one email, and making it easy for you to unsubscribe from unnecessary emails in bulk.
3. Create email filters
If there are emails that you don’t need to see as soon as they come in (i.e. notifications of people who unsubscribe from your list), create a filter that automatically adds them to a folder instead of letting them pile up in your inbox.
The benefit of doing this is that you can easily go in at a time you predetermined and access all of those emails, but it helps you to easy the overwhelm of seeing a full inbox.
Bonus: Other Settings
There are two other settings recommended to help manage your inbox. The first has to do with having and managing only one inbox.
It’s possible that you might have multiple email addresses. Instead of having those as separate inboxes, combine them all into one by using the “Accounts” section of the settings.
This will give you the ability to send emails from all of your email addresses in one place. Also, when someone sends you an email to a particular email address, your response will come from the email they sent it to.
The second setting is the “Send & Archive” feature that makes it so that with one click you can reply to an email and have it archived, removing it from your inbox.
The two things you should take away from this article that will have the biggest impact are:
1. Start using the one-touch concept for all new incoming emails.
2. Set up filters to help clean up your inbox in an automated way.