How to Make Email Your Servant (Not Your Master)

Email has become an essential part of daily communication, both in business and personal spheres. However, it is often misused and can become a burden to productivity if not managed correctly. In this article, we will discuss seven tips to make email your servant, not your master.

1. Check Your Email Inbox at Set Intervals

Constantly checking your email throughout the day can distract you from important work and reduce your productivity. Set specific times to check your inbox, preferably no more than three or four times a day. For example, you could check your email at 9 am, 12 noon, and 4 pm. This will allow you to stay focused on your tasks without being interrupted by email notifications.

2. Your To-Do List is More Important Than Your Email

Your to-do list should be the foundation of your daily work. Write down all the most important things you need to do each day and prioritize them accordingly. Focus on completing the top priorities first, and then move on to the less important tasks.

3. Act on Emails Immediately

When you read your inbox, take immediate action on each email. You may need to reply, forward, delete, or file the email. Reading an email multiple times without taking action can waste valuable time. If you cannot act on an important email right away, flag it for follow-up or move it to a different folder.

4. Declutter Your Inbox

A cluttered inbox can create unnecessary stress and hinder productivity. To declutter your inbox, eliminate unnecessary emails and unsubscribe from newsletters that you don’t read. Also, flag junk mail as junk or use an external filter system like ClearMyMail to stop spam emails from reaching your inbox.

5. Maintain Your Contact List

Your contact list is a valuable asset that requires attention and maintenance. Add new business contacts to your contact list immediately after you receive an email from them. Categorize your contacts into groups like social, customer, or supplier, and take regular backups of your contact list.

6. Use Folders Sparingly

Having too many folders can lead to confusion and make it difficult to find specific emails. Use folders sparingly, and only create them for important categories of communication. Delete unnecessary emails or keep them in your inbox for reference.

7. Sync Your Mobile and Desktop Worlds

Keep your messages and contacts synchronized between your mobile device and computer. This will allow you to read and respond to emails while traveling or in a meeting. However, be sure to capture important replies for future reference.

Conclusion

Email is a powerful tool when used correctly. By following these tips, you can make email your servant rather than your master. Remember to prioritize your to-do list, check your inbox at specific intervals, act immediately on emails, declutter your inbox, maintain your contact list, use folders sparingly, and sync your mobile and desktop worlds. With these strategies, you’ll be able to improve your productivity and accomplish more in less time.