Five tips for simple and effective management of e-mail

Are you worried about handling a lot of emails and then being in a hurry? Are you thinking about how to efficiently handle emails and arrange your time properly? We recommend that you take a look at the following tips.

Now everyone will often receive a lot of mail, spend a lot of time on the processing of mail. If you feel that you've wasted too much time, then I think you need to reconsider how to manage your mail. And I'm here with five tips, and I think it should be able to help you manage your inbox again so you can make time for more important (and interesting) things.

1, control the message within six words

No one wants to read lengthy emails. And now more and more people look at their emails on their phones and tablets, so you need to write concisely.

Email as short as possible, no more than six sentences. This will get you straight to the point. If you need to use more sentences, consider calling or meeting face-to-face to exchange ideas.

2. Put it in the second place

Don't be a slave to your inbox. If you are such a person, this means that other people can determine your productivity, which will lead to disaster. If you think of your inbox as a working arrangement, the outside world will directly control how you spend your day and the amount of work you do, making you an object of control.

Here's an easy way. You might as well, instead of checking the mail first thing in the morning, put it in second place, after you've done the most important thing.

This small step can eliminate the control of your time. Even if the mail is very important to you, try it. If this means that the time to view the message is delayed by half an hour, do it. This time is enough to accomplish an important task.

3. Don't always react immediately.

E-mail is not the best medium to spread urgent matters. However, when you do not need to be answered immediately, the message is significant to the communication.

That's why you should make it a habit not to answer emails right away. The idea is that you don't want other people to think of emails as an effective medium for spreading emergencies. If other people notice that you often reply to emails within 10 minutes, they will start to think that there is an urgent issue that can be emailed to you.

No!

You should try to avoid this happening. When you use a lot of mail to communicate with others, set aside the amount of advance. I often tell others that they will receive my reply within two working days. If you have urgent matter to contact me, you can call or text me. If it is not an emergency, you can send an email.

4, Mail Hot

If you often check your email and deal with it as soon as you receive it, you're wasting a lot of time. In fact, you should batch mail. Bulk processing of tasks is an efficient way to handle and accomplish similar things. That's why you want to use it as part of managing your messages. Here's a simple tip.

Check the message at a fixed point in time for less than half an hour.

I'm happy about the time it takes to bulk process a message. The concept is called a "mail hotspot." This requires you to turn off the mail program and realize that you can handle the mail at regular times every day.

This guideline is flexible and depends on how much mail you receive. If you receive less than 30 emails a day, it is enough to check your email in two days. For a typical nine to five working days, 10 o'clock in the morning (you have one hours to complete a task before viewing the message) and three o'clock in the afternoon is the right time.

5, one processing

One-time processing principle means that each item can only be processed once. This is especially true for messages. Have you ever read an email, consider a reply, and then put it on hold and have to reread the email to understand the content. Most of us have had this experience.

This is good for an email. If you need to deal with 20 emails, you'll waste a lot of time. It's more efficient to handle emails when you first read them. Don't let the mail drag on. Processed immediately. Read the message and decide what to do with it. If the response time is less than 20 minutes, do it immediately.

If you have to reply, but for some reason not, you can put the message into the draft box. There are messages in this folder that you started replying to, but not yet sent. When you go back to processing emails, you know where to find these emails and respond quickly.