Emails are a very dominant means of communication nowadays and it can take up hours of our time just checking, reading or answering emails. So let me ask you again, is your Email killing your Productivity?
If your answer to the above is YES, then below are just some simple email tips that can help you stay focused and more productive.
1. Turn-off any forms of Distractions (Email Alerts)
I have always preferred to turn off e-mail notifications in Outlook, particularly the blue notification rectangle that shows up everytime you receive a new email in Outlook versions 2003 and later.
Imagine this pop-ups appearing every 5 or 10 minutes, or even more often and the end result – your productivity is getting affected (even if you do not open and read the email immediately).
You can refer to an earlier post on how to Turn-off the Email alert in Outlook.
2. Automatically highlight important emails
You might receive hundreds of emails a day but this does not necessarily mean that all have to be dealt with immediately.
You can setup Outlook to automatically highlight or color-code important emails that require your immediate attention. This ensures that you are focusing your attention on the right emails.
3. Try to automate as many processes as possible (rather then doing it manually)
If you are using an email program such as Outlook, you can setup rules to perform some of the obvious tasks such as moving SPAM/JUNK emails out of the Inbox automatically. This saves you time which can be used for other important matters rather deleting individual SPAM emails.
4. Process your emails in batches
It’s not necessary to check emails throughout the day or work on them all day long. As noted above, more often you will find that not all emails require an immediate response. So try to process your emails in batches, you can answer the first lot of emails first thing in the morning and the others sometime in the afternoon.
This reduces frustration (that more often happens due to email overload) with emails and at the same time allows you to focus on other productive tasks through the day.
These are if you like some simple tips to help you stay focus and productive.
Do you have other methods of your own to stay productive?
Please share it with us and our readers by leaving a comment below.