6 effective ways to manage uncontrollable email traffic
Checking your email to find bulk of unread messages, then getting distracted and frustrated, then signing out your email. You always try to manage your email traffic, but don’t know where to start from. That’s what happen usually to workers who don’t deal effectively with email traffic. However, responding to emails one by one as soon as they arrive is a tiring mission. Also, not classifying your email according to their importance leads to over-accumulation. These missions take long-time and the un-well-planned process of managing may hamper your productivity, waste your time and money, and overload you with unneeded pressure and anxiety. So, what to do?
- Set Inbox rules
- Send less to receive less
- Put certain times to read and respond to email
- Clean up the clutter
- Use precise words and control your nerves
- Confirm Receipt
Options like automated filters, flags, creating folders, starring important emails all of which are equipped in modern email software, can help you manage email traffic by organizing your inbox usefully via sorting your mail according to their importance, enabling you to take an action whether to pay immediate attention to it or postpone it to later time.
The golden rule to manage emails says: If you want to receive less emails then send less emails. For example, sending emails and responding to the emails sent from the original sender, those who were added to threads, or the people of (CC) and so on. Therefore, don’t write email unless it’s really necessary. You’ll feel the difference of fewer emails.
Specify certain times to check your mail, and don’t keep the mission time opened. The amount of time assigned to answering and sending emails depends on the frequency upon which you receive and send emails. You can dedicate 10 minutes every hour, if you’ve continuous messages arriving, or 2-3 times a day. However, switch off your mobile during this assigned time, close the door, and curb any source of distraction. Moreover, craft an email reply that says: “Due to high workload, I’m now checking and answering emails within (state the duration). If you need urgent assistance, please contact me on (your number). Take immediate unpostponable actions to keep your control over the email. Firstly, delete irrelevant emails immediately like spam or promotional emails, then re-arrange the email according to their importance. Mark the important non-urgent messages as unread. Don’t let any email sent to you stay unanswered more than 48 hours. Even if you’re unable to respond shortly, inform the sender that you received the message and you’ll be in touch shortly, and set a deadline by which you’ve to abide by.
Delete the unnecessary mails in your inbox as much as you can to keep your inbox well-organized containing the important messages only. Also, unsubscribe from receiving newsletters and advertisement that fill up your inbox and bury the important messages. Determine the messages you don’t want to see again, by searching your inbox for the term (Unsubscribe) then reviewing the search results and determining whose emails you would like to see
When sending emails, choose your words accurately to avoid ambiguity and misunderstanding which will result in less emails being sent asking for additional clarity and that will automatically generate more time to focus on other missions. When writing emails, remember not to talk about sensitive controversy subjects that trigger aggressive response. Imagine yourself talking to the receiver face to face in order to carefully select your words. If you still feel you can’t control it due to being upset over an issue, then pay a phone-call or go directly to the receiver’s office. This will prevent arguments charged with hatred.
Once you receive a message, write a short message assuring the sender that you’ve received the message; just brief words of “Thanks”, “Got It” etc. If you don’t respond as so, the sender will re-send the message again and again which will cause email traffic.
Finally, reaching the ultimate goal of having “Inbox Zero” status is our biggest hope. If you achieve it once, it’ll be easy for you to maintain a completely empty inbox. You just have to exercise these steps consistently and your productivity will soar remarkably.