Do you waste a lot of time on email?
Do you have more than 1 email? Do you log in to different apps to read those emails? Do you check your email constantly throughout the day and get distracted by it?
I am going to give you a few email hacks and specifically using gmail however you could implement into any email platform as well.
1. Consolidate all of your emails and use your business domain email. Gmail makes this super easy. I personally have 1 work email and 3 personal emails. Plus emails for client businesses that I work with as well and they all forward to my gmail account.
Using gmail not only has a superb spam filter but numerous options to keep you organized as we will cover below.
You can get gmail for less than $5 a month using their business accounts, G Suite (Formerly Google for Business).
2. Create labels for clients, receipts, and personal, anything you can think of. As you go along and find new things that need to be organized, create filters (or rules).*
Creating labels and filters (or rules)* sorts all of your email and some you don’t even have to see. Have a client that you work with once a week and only need to read their emails when you are ready. Set up a rule to forward all of their emails directly under their label in your email and it will bypass the inbox until you are ready to look at it.
*Gmail refers to filters as Outlook refers to rules, to tell the system how to automate an action in the system.
3. Set boundaries: Times you will look at email, times you will respond to email and times you will NOT look at it. Respond immediately to something that will take you less than 2 mins. Make it a rule, no email before bed and in the morning before you get out of bed.
Turn all email notifications OFF, on your phone, computer and everywhere. Turn them off!
Block time in your calendar to spend on your email. Block 1 hour in the morning and 1 in the afternoon and work on it then. For example, check email at 9am for 5 minutes to see if anything urgent with your day has come or anything that you can respond to or accomplish in less than 2 minutes. At 11am you have a block of 30-60 minutes to work on your email and can respond to and write new emails for that time. Do another quick check before the end of the day or if you need another late afternoon 30 minute block.
Create what will work for your schedule but make it a boundary so that you control the email and it doesnt control you.
4. Create Canned Response There are other additions called labs under settings, where you can turn on canned responses.
If you run a business and get asked the same questions over and over you can write one email response answering the question and explaining where to find the answer to this link on your faq page or to schedule a time on your calendar. You write it once and then the next time you need to respond to the same question, click a few buttons to add it into your email. These canned responses also come in handy for when your future assistant is handling your email.
BONUS TIP: If you are drowning in emails from things you have subscribed to, sign up with Unroll.me This is the best tool to help you unsubscribe or roll up all your emails into one daily email.
Want step by step instructions on how to implement the above tips? Click to >> Download the PDF to find out how to complete the 4 steps. <<
My latest program is called, Systemize your Biz and I help you streamline your everyday processes to help you save time and make more money. Find out more here
This blog is from the Save Time With Systems Series