I’ve been feeling overwhelmed by my emails, lately.
My first step in dealing with my email overload is by keeping my email accounts divided. Before, I had all my email pouring into one inbox. It was a great idea at first, but as a few of the accounts began to receive more and more email, the one inbox strategy didn’t work anymore. It was time to divide and conquer!
Now some of my inbox’s are conquering me.
Here are 7 things I’m doing to deal with my email overload:
1. Not Over Checking My Email
When I’m having a hard time focusing on my work, this is a huge pitfall. There’s no better way to avoid your work and feel like you’re working than checking your email. I am now more mindful of when the last time I’ve checked my email. I’ve also disabled all of my email notifications. As a blogger, there’s no greater interruption than notifiers!
2. Learning More About My Email Client
I use Gmail, but I’ve had a lot of experience using Outlook. Both of these email clients, as well as the hundreds of others, have cool features. The features are mostly the same, some are unique, but getting to learn past your inbox and outbox is key. Gmail offers all kinds of add-ons that are really handy, as well as other email clients. My personal favorite is “Reply & Archive.” With one click, I swiftly send the email and archive the conversation. Take some time to dig into your email client, you might be surprised what time saving tricks are buried in it. If you don’t find what you’re looking for, you might consider changing email clients.
3. Prioritize & Execute
I usually know if an email is important before I even open it! It’s a good idea to identify emails that need to be dealt with immediately and filter the rest. Folders and tags like, “Follow Up” and “On Hold” can be real lifesavers. Just be sure you check-in to those regularly enough that you don’t miss something important. It’s good to prioritize, but be sure you execute, whether it be now or later.
4. Respond!
If you can’t get to something right away (within a day or two), I try to let the sender know. Also, one thing I’m working on is “over thinking.” Just because someone sent me a long message asking forty-million questions, doesn’t mean I have to match the response word for word. Finally, not every email needs to be responded to. As much as it feels like I need to get the last word — “Got it!” “Thank you!” “:D” — maybe I should save everyone’s time.
5. Search!
This has been the number one lifesaver for me. I use tags/folders, but those hard to find emails are usually found by Gmails most awesome search function. Remember, you can even search by name/email and search within specific tags/folders. Many other email clients offer search functions, try using the search function before digging into your email folders — you might be surprised!
6. Streamlining Notifications & Newsletters
I turned off my Twitter notifications. I use enough Twitter clients that I don’t need an email notification. As for newsletters, I’ve setup Gmail to drop those straight into it’s own folder. I want to look at them, but I want to do it when I decide to do it and it helps keep my inbox clutter-free in the meantime.
7. Use a Text Expander (Maybe)
I’m considering using a text expander like this. There are a few things I do that require “canned responses.” As of now, I hack the same message every time — how lame is that!?! In the meantime, I’m going to setup “Drafts” that I can copy and paste. I’ll try that first before running anther app on my machine. If you do any emailing that requires the same types of responses, I would highly recommend doing this. Craft an awesome email and keep it!
These are some of the ideas I’m working with, but I would love to hear some of your ideas — I could really use your help!
Thoughts? Ideas? Tips?
Let’s see them!
[Image via stuartpilbrow]
Ben Brandt says
For your emails that use the same text every time, you should check out a lab for Gmail called “Canned Responses”. It allows you to save an email as a canned response and then quickly pull up various ones you save from a drop-down menu right in your email. Great resource for those common emails!
Eric Dye says
I pulled that up, before, and it didn’t work for me. I’m going to try it again, though. It would be perfect for me! Thanks, Ben!
GP Hintz says
Great stuff! I would LOVE to hear you expand on #2 though. I have drank the Kool Aid and crossed over to Gmail and love it, but I would really like to hear some of your tips on Gmail specific efficiency. Thank you for all you do! Keep shining! GP
Eric Dye says
I’ll have to do that! Write a post, I mean.
Bryan Nelson says
You mentioned you may use Text Expander. I’m going to give you one big vote on that one. Yes, it costs a few bucks — but it saves you TONS of time. Here’s how I use it currently.
Reimbursement codes — when I type “.rmusic” it inserts “Reimburse with code 5125 → Music” [I have a ton of these so I can recall them quickly]
Email responses — when I type “.outside” it inserts “Thank you for contacting us about this potential opportunity. We consider each opportunity with care. While I appreciate your request, we will decline at this time. We will keep the information on file.” [I use this for outside music group requests emailed to me.]
Date is .dd — which returns today’s date
Time is .tt — which returns current time
.TBC returns Topeka Bible Church
.mmw returns mymusicwriter.com a website I run
.gm returns [email protected] my email address
when I’m creating a chord sheet for musicians and I need 4 blank measures…I type .4m which returns the following…
| {cursor placed here] / / / | / / / / | / / / / | / / / / |
(that’s 4 measures of music folks) — and I have one for 2 measures up to 8 measures
How about your work or home address. Simply make “1135” return 1135 SW College Ave for your address.
There’s more that I use. Text Expander is a must for shortcut people.
Eric Dye says
PROTIPS!!! Thanks, Bryan!
Matt Brinkley says
Another feature I use is Preview Pane. It enables you to split the screen and see you inbox but check out content at the same time.
Gmail has far more flexible features than outlook for the record not to mention keyboard shortcuts.
Eric Dye says
Yeah. I JUST noticed that feature. Very cool. And you’re certainly write about the shortcuts!
Rachel Blom says
If I may add my 2 cents: focus on getting less emails in the first place. Sure, email seems fast, but when it results in long emails back and forth a 5 minute phone call would have been a lot faster. So I really think about the necessity and the wisdom of using email for a particular matter before I send it out. You’re gonna reap what you sow applies here as well!
Also, I use standard inboxes for newsletters and stuff like that so they don’t clutter my general inbox, but I hope everyone already does that.
I’ve also come to use certain abbreviations so people I email know why I’m sending something, like ‘fyi’ (meaning you don’t need to reply, just wanted to let you know) and ‘ack’ (meaning I’ve read it and I’m not gonna reply anything else). Works very well!
The tip about Text Expander is definitely something I’m going to look into!
Eric Dye says
You’re right, Rachel. A great mention. I’m the same about phone calls. Sometimes someone will send me an email and I’ll just pick up the phone, because I know it’ll be a WHOLE lot faster.
vince says
The best thing I have ever done with email productivity was STOP email from coming to my phone. That simple step has made me more productive and focused on the things that matter.
Jared Erickson says
got rid of mine last year! love it 🙂 keeps me from being distracted
Eric Dye says
So true! Great tip, Vince!
Tyler H says
Have you considered setting aside specific times during your daily schedule to focus primarily on responding to emails, rather than as they come in?
Eric Dye says
Great tip!
Brad Farris (@blfarris) says
I know this likely falls under the heading of “know your tools” but I’m a HUGE fan of filters. I recommend these two for almost everyone I know:
1. A filter to move anything with Constant Contact, Mail Chimp, or LInkedIn in it to a “Lists” folder (which I clean out periodically).
2. A filter to move anything for which my email is not on the TO: line to a folder called “Read Later”. That gets everything not addressed personally to me out of my inbox (yes that includes stuff I’m cc’ed on).
I have about 50 fliters in my account so I only see those few emails I want to see.
Another tip, put your filters on the server (instead of in your mail client) if you can so that it will filter your inbox before you see it on your phone too!
Brad
Eric Dye says
Nice!
Avi Levine says
We’re developing a new email client, http://www.philterit.com, that prioritizes the people and brands you care about the most. Instead of creating tons of filters, we automatically filter brand messages into icons so that it’s a much more visual, intuitive experience. Basically, I had an email problem, so I built a solution!
Matt Brinkley says
I’m receiving so many email updates to this blog that I’m going to have to unsubscribe. Sorry.
Eric Dye says
This is why I follow blogs via RSS. My way, my time.
Wayne Byrne says
Great post
We’re actually working on bringing a lot of what you’re talking about here into outline.
If you want to check it out go to http://www.outline.com and see what we’re doing
Eric Dye says
Nifty.