You’re overwhelmed by email and other communication. How can you manage it all?

1 Set boundaries

One of the first steps to managing your communication is to set clear boundaries and expectations with your clients, colleagues, staff, and other stakeholders. Let them know when and how you prefer to communicate, how long it usually takes you to respond, and what kind of issues require urgent attention. You can use auto-replies, voicemail messages, signatures, and out-of-office notifications to inform people of your availability and preferences. This way, you can reduce unnecessary interruptions and requests, and focus on the most important and relevant communication.

2 Use tools and systems

Another way to manage your communication is to use tools and systems that help you organize, filter, and automate your incoming and outgoing messages. For example, you can use email folders, labels, rules, and filters to sort your emails by priority, topic, sender, or action. You can also use tools like calendars, reminders, tasks, and project management software to schedule your communication, follow up on your tasks, and collaborate with your team. You can also use tools like chatbots, templates, canned responses, and FAQs to automate some of the repetitive and simple communication.

3 Batch and block

A third way to manage your communication is to batch and block your time for different types of communication. Instead of checking your email or phone every few minutes, you can set aside specific times during the day to process your communication in batches. For example, you can check your email once in the morning, once after lunch, and once before you finish your day. You can also block your time for focused work, meetings, calls, or other activities that require your full attention. By batching and blocking your time, you can avoid multitasking, reduce distractions, and increase your efficiency and effectiveness.

4 Delegate and outsource

A fourth way to manage your communication is to delegate and outsource some of the tasks that are not essential or core to your practice. You can assign some of the communication to your staff, such as answering phone calls, booking appointments, sending reminders, or updating records. You can also outsource some of the communication to external providers, such as virtual assistants, transcriptionists, or marketers. By delegating and outsourcing some of the communication, you can free up your time, energy, and resources for the most important and valuable aspects of your practice.

6 Learn and grow

A sixth way to manage your communication is to learn and grow from your communication experiences and outcomes. You can use tools like books, podcasts, blogs, courses, or mentors to learn new skills, strategies, or best practices for effective communication. You can also use tools like peer groups, forums, networks, or communities to share your insights, challenges, or solutions with other practitioners who face similar communication issues. By learning and growing from your communication, you can enhance your communication competence, confidence, and creativity.

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?