How do you manage your client email inbox and prioritize your responses?

1 Set up a system

The first step to managing your email inbox is to create a system that works for you. You can use folders, labels, filters, or categories to organize your messages by client, project, status, or priority. For example, you can create a folder for each client, a label for each project, a filter for invoices, and a category for urgent emails. This way, you can quickly find and access the information you need.

3 Follow the 4D rule

When you open an email, decide what to do with it using the 4D rule: delete, do, delegate, or defer. Delete any spam, junk, or irrelevant messages. Do any tasks that take less than two minutes, such as confirming a meeting or sending a quick update. Delegate any tasks that can be done by someone else, such as your assistant or your subcontractor. Defer any tasks that require more time or attention, such as writing a proposal or giving feedback. You can use tools like Todoist or Trello to create a to-do list or a project board for your deferred tasks.

5 Manage expectations and boundaries

Finally, managing your email inbox also involves managing expectations and boundaries with your clients. You need to communicate clearly and consistently about your availability, response time, and preferred mode of communication. You can use tools like Calendly or Doodle to schedule meetings or calls with your clients. You can also use an autoresponder or a signature to inform your clients about your working hours, your vacation plans, or your emergency contact. This way, you can avoid unnecessary stress and conflicts and maintain a healthy and respectful relationship with your clients.