You have multiple email accounts to manage. How can you keep them all organized?

Na minha empresa e em outras, sempre mantive minha caixa de e-mails consolidada, considero ser mais organizada para garantir uma resposta eficiente. Em períodos de alta demanda, reservava momentos estratégicos para priorizar os temas urgentes. Idealmente, verificava meus e-mails a cada 60 minutos. Informar parceiros de trabalho para casos urgentes, preferindo uma liga??o telef?nica quando necessário, pois proporciona uma solu??o mais rápida e eficaz.

In my current role I manage 12 different email accounts. In order to manage them efficiently I dedicate specific times to focus on each one and process the emails accordingly. I allow 1 hour at the beginning of my day, 30 minutes during the day, and 1 hour at the end of my day. The emails are listed in order of priority on the left of the screen therefore I know which ones will get my attention first. I try to limit the amount of emails that I click "Follow Up" on and implement Outlook Rules where possible. Lastly, the most important emails get filed immediately into specific folders, this reduces the amount of time spent searching for past emails and keeps a record of what was processed

Who doesn't have multiple email accounts to manage, right? Whether it's a personal account, one for work, or even one for specific projects, dealing with multiple email accounts can be a real mess. If you're tired of checking several accounts, centralize your messages in a single email app—it's simpler than you might think.

One thing that was useful to me and that saved my life as a young entrepreneur, during my experience as manager of an administrative outsourcing company and a virtual assistant company: delegating my email boxes to my personal assistant. How ? All my emails were gathered in one place and they simply classified my emails, in a tree structure of folders previously established by me. Each email was classified in a folder according to the degree of priority of action: Urgent / To do / Newsletter / Archives. I only checked my email box twice a day, and even I no longer checked it at all, my friends and colleagues had the reflex to go through my assistant. It was great!

Firstly, a system and policies must be in place to handle the email accounts with the necessary confidentiality and priority that each account deserves. Additionally, for email management the policy should clearly emphasize the regardless of the priority or confidentiality levels all email must be addressed/responded to within specific timelines. Treatment of high priority and confidential accounts should be assigned to high level operative within the organization. All staff or team members must adhere to the policy guidelines.

Avoid constantly checking your email accounts. Instead, set specific times throughout the day to check and respond to emails—I even suggest blocking off your schedule during those times. This helps maintain focus on other tasks and reduces distraction caused by constant email checking.

By centralizing your messages, creating specific folders and filters, managing your time effectively for this activity, and making an effort to read the most important subjects daily, you'll be able to keep everything under control.