Transform your muddled email platform into a cleaner, more focused communication tool so you can better correspond with essential contacts.

Utilize categories

Begin by structuring your inbox like a well-kept binder, ensuring that you don’t lose track of emails you need to reference or reply to later. For example, set up your Gmail with Labels or Outlook with Folders to sort messages by type; you can also “star” or “flag” them, respectively, to signify their importance.

Take shortcuts

Chances are most of your emails fall within certain consistent categories, such as order-status inquiries and requests for meetings. Expedite your responses by building templates with commonly used text that you can quickly copy and paste—then simply fill out any custom fields, including order numbers and price quotes.

Customize notifications

While you want to stay on top of your inbox, frequent notifications can quickly become tiresome, so investigate how your provider may let you filter them. Gmail, for one, allows you to turn on alerts for new messages with certain keywords in their subjects or from specific senders (e.g., your suppliers). Address these urgent messages immediately, and block out certain time frames, such as at the start and end of your workday, to sift through the rest.

Manage them diligently

On that note, don’t simply peruse new emails and leave them be. Take care to address any fluff, moving spam messages to your junk folder and emptying it. If you receive unwanted marketing communications, unsubscribe from them right away—this will minimize future clutter and save you time having to delete more messages. Also, make a habit of archiving important emails once you address them, which will shift them out of your primary inbox while keeping them safe for later reference.

TAKE ACTION:
Revamp your inbox with these tips to ensure that your communication is as efficient and timely as possible.