How can you streamline your email and calendar management?

1 Use a single platform

One of the first steps to streamline your email and calendar management is to use a single platform that integrates both functions. This way, you can avoid switching between different apps, accounts, or devices, and have a consistent and synchronized view of your messages and appointments. For example, you can use Gmail or Outlook, which both offer email and calendar services, as well as other features like contacts, tasks, notes, and cloud storage. Using a single platform can also help you reduce the risk of missing or duplicating important information.

2 Set up filters and folders

Another way to streamline your email and calendar management is to set up filters and folders that can help you sort and categorize your messages and events. Filters are rules that automatically apply actions to incoming or outgoing emails, such as moving them to a specific folder, marking them as read, or forwarding them to another address. Folders are labels that you can assign to your emails or events, such as project name, priority, status, or type. By using filters and folders, you can declutter your inbox and calendar, and easily find what you need.

3 Schedule blocks of time

A common mistake that many administrative professionals make is to check their email and calendar constantly throughout the day, which can interrupt their workflow and focus. A better way to streamline your email and calendar management is to schedule blocks of time dedicated to these tasks, and stick to them. For example, you can check your email and calendar at the beginning and end of the day, and once or twice in between, depending on your workload and urgency. By scheduling blocks of time, you can avoid distractions and procrastination, and manage your email and calendar more effectively.

4 Use templates and shortcuts

One of the most tedious aspects of email and calendar management is writing and replying to messages and invitations, especially if they are repetitive or similar. To streamline your email and calendar management, you can use templates and shortcuts that can save you time and effort. Templates are pre-written texts that you can customize and reuse for common scenarios, such as confirmations, reminders, requests, or feedback. Shortcuts are keyboard commands that can help you perform actions faster, such as composing, sending, deleting, or archiving emails. By using templates and shortcuts, you can reduce errors and improve your communication.

5 Automate reminders and follow-ups

Another challenge that many administrative professionals face is keeping track of their email and calendar tasks, and ensuring that they don't miss any deadlines or opportunities. To streamline your email and calendar management, you can automate reminders and follow-ups that can help you stay on top of your tasks and goals. Reminders are notifications that alert you of upcoming events or actions, such as meetings, calls, or payments. Follow-ups are messages that prompt you or others to take action or provide feedback, such as confirming attendance, sending documents, or requesting updates. By automating reminders and follow-ups, you can increase your accountability and reliability.

6 Learn from feedback and analytics

The final tip to streamline your email and calendar management is to learn from feedback and analytics that can help you improve your performance and results. Feedback is the input that you receive from others, such as clients, colleagues, or managers, about your email and calendar management skills, such as clarity, timeliness, or professionalism. Analytics are the data that you collect from your email and calendar platform, such as open rates, response times, or engagement levels. By learning from feedback and analytics, you can identify your strengths and weaknesses, and make adjustments accordingly.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?