If you are an administrative assistant, you probably deal with a lot of emails every day. Emails can be a great tool for communication, collaboration, and organization, but they can also be overwhelming, distracting, and time-consuming. How can you manage your email inbox like a pro and avoid email stress? Here are some tips to help you.
One of the best ways to keep your inbox organized and manageable is to use filters and folders. Filters are rules that automatically sort your incoming emails based on criteria such as sender, subject, keywords, or attachments. Folders are places where you can store your emails by category, project, priority, or date. You can create your own filters and folders in most email platforms, such as Gmail, Outlook, or Yahoo. By using filters and folders, you can reduce the clutter in your inbox, find your emails faster, and focus on the most important ones.
Unsubscribe: Regularly unsubscribe from newsletters and promotional emails you no longer read. Services like Unroll.me can help with this. Use Rules: Set up rules or automated actions to move specific types of emails to designated folders, e.g., auto-archiving low-priority emails. Archive and Delete: Archive or delete emails you no longer need. Keep your inbox clean and clutter-free. Use Search: Don't spend too much time organizing - rely on search to find specific emails when needed. Batch Process: Set specific times for checking and responding to emails. Avoid constantly checking your inbox throughout the day. Use Templates: Save frequently used responses as email templates to save time.
Gmail has been a great tool for emails as it sets important, inbox and you can categorise your emails as they come. The grat thing about the email system, is for it to disregard any spam as it can fill up the inbox. There's always new tricks one can learn on Gmail. Always start with the important emails such as from the boss, your colleagues then read through the subjects to get a clear understanding of the importance of the email.Try by all means to have a 24 hour response for your emails so you can stay updated and less complaints from your clients.
Another useful strategy to manage your email inbox is to follow the 4 Ds rule. This rule suggests that you should do one of four things with each email you receive: delete, delegate, do, or defer. Delete the emails that are irrelevant, spam, or outdated. Delegate the emails that require someone else's action or input. Do the emails that take less than two minutes to complete or reply. Defer the emails that need more time, attention, or information. You can mark them as unread, flag them, or move them to a specific folder. By following the 4 Ds rule, you can avoid procrastination, save time, and clear your inbox.
I personally hazard against deferring, or at least make it the last resort. In my experience, deferring tends to lead to more and more emails that require attention being pushed to the back burner until they all seem to come due at once. However, I do also set aside certain times in my business day to go through the inbox, sort out, and help me set priorities based on what I know will require my time and attention (rather than defer, I'd say this is docketing them into my schedule - to keep with the "D" theme). This works best for me and keeps too many emails from hanging around for too long.
A common mistake that many administrative assistants make is to check their email constantly throughout the day. This can interrupt your workflow, lower your productivity, and increase your stress. Instead of checking your email every time you hear a notification, try to schedule specific times to process your email. For example, you can check your email first thing in the morning, before lunch, and before leaving work. You can also turn off your notifications, close your email tab, or set up an autoresponder to let people know when you will get back to them. By scheduling email time, you can avoid distractions, manage your expectations, and focus on your tasks.
I cannot stress enough how often I tell every assistant I've ever had that looking at every single email that comes it, as it comes in, will make them go insane; it will also make the job much harder. I highly recommend scheduled email time, and to make that either part of training, or a highly suggested aspect of any type of administrative role.
Another way to manage your email inbox like a pro is to use templates and shortcuts. Templates are pre-written messages that you can use for common scenarios, such as confirming appointments, requesting information, sending feedback, or thanking someone. Shortcuts are keyboard commands that allow you to perform actions faster, such as composing, sending, replying, or deleting emails. You can create your own templates and shortcuts in most email platforms, or use online tools such as Gmail Canned Responses or Outlook Quick Parts. By using templates and shortcuts, you can save time, avoid errors, and improve your communication.
The final tip to manage your email inbox like a pro is to review and archive your emails regularly. Reviewing your emails means that you check your inbox for any unread, unanswered, or unfinished emails that need your attention. You can do this at the end of each day, week, or month, depending on your workload and preferences. Archiving your emails means that you move your completed, resolved, or outdated emails to a separate folder or location. This way, you can free up space in your inbox, keep your records, and access your emails if you need them later. By reviewing and archiving your emails, you can maintain your inbox hygiene, track your progress, and celebrate your achievements.