10 Email Hacks for Productivity
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The document provides a guide on optimizing email management through various strategies such as using Gmail extensions like Inbox Pause and Boomerang, scheduling dedicated email times, and utilizing automation tools to prevent inbox clutter. It emphasizes the importance of keeping email interactions concise, aiming for an inbox zero scenario at least once a week, and finding alternatives to email for communication. Additionally, it advises setting personal boundaries and limits to minimize the time spent on email and enhance productivity.
10 Email Hacks for Productivity
- 1. Weekly Schedule MON: TUES: WED: THUR: FRI: SAT: SUN: 9AM 30 MINUTES1PM - 15 MINUTES4PM - 30 MINUTES1PM - 40 MINUTES9AM - 25 MINUTESGO OUTSIDE ENJOY FREEDOM 10 EMAIL HACKS TO MASTER YOUR INBOX 09 FREEZE YOUR INBOX This list of email hacks combines the best of untraditional wisdom, email street smarts, and sheer genius to help you actually tame the monster with your own two email-typing hands. Inbox Pause is a Gmail extension that keeps email from reaching your inbox, freeing your mind and spirit to soar to heights of productivity. TURN A SINGLE EMAIL INTO A CALENDAR ITEM You’ll receive some emails that you should put into your calendar, rather than let them sit in your inbox. Those that require more than one minute to deal with. BOOMERANG IT Gmail users, take heed. There’s a thing called Boomerang that makes your email leave your inbox, then come back only when you’re ready for it. DON’T WASTE YOUR TIME WITH FOLDERS Instead, you can automate this entire time-consuming folder thing. Most email applications allow you to set rules for certain emails that define what should happen to them, and where they should go. SET TIME TO MEET WITH YOUR EMAIL If you can stick to a schedule, you’ll be able to handle email promptly, while at the same time keeping it from devouring your entire day. Plus, it will keep your email time to just over an hour, which is way better than the average. The best way to deal with email is to knock out everything in your inbox. Some productivity mavens tell you to do this every day. That’s obviously the best approach, so we toss them a thumbs-up. GET YOUR INBOX TO ZERO ONCE A WEEK If you open it, deal with it. Don’t keep opening old emails, wasting your time reading old information and not doing anything about it. OHIO: ONLY HOLD ON TO IT ONCE You’ve got to set time limits. Email is not a job. Yes, a job probably involves email, but you can’t let email swallow up your entire work day. We like to try to spend no more than a fifth of any workday on email. SPEND 1 MINUTE ON AVERAGE FOR EACH EMAIL Email is such a powerful tool, that we’ve allowed it to become a multi tool. It’s our document storage, to-do list, conversation place, and reminders. FIND NON-EMAIL WAYS TO DEAL WITH LIFE DEAL WITH IT DELEGATE IT DELETE IT DEFER IT How? 11 Use task management apps like Evernote to help handle to-do lists and reminders. Hold morning meetings to deal with chatter that would othewiser stuff up your inbox. Set boundaries for yourself. You know how you deal best with email and communication. Every time we get a new email, we get a little endorphin burst. We like it. We want it again. But this constant checking of email actually erodes our mental sharpness, making it less likely that we will be able to deal with email effectively. STOP CHECKING YOUR EMAIL How? Brought to you by Empowering Hyper-Productive Teams www.teamgantt.com