How do you cope with the stress and pressure of dealing with urgent email requests on a regular basis?

1 Prioritize and triage

The first step to cope with urgent email requests is to prioritize and triage them. This means sorting out which requests are truly urgent and which ones can wait, and responding accordingly. You can use a system of flags, labels, folders, or categories to organize your inbox and identify the most important messages. You can also set up filters or rules to automatically move or delete less relevant emails. When you prioritize and triage your emails, you can focus on the tasks that matter the most and avoid being overwhelmed by the volume of requests.

2 Communicate clearly and politely

The second step to cope with urgent email requests is to communicate clearly and politely. This means using clear and concise language, avoiding jargon or slang, and following the basic rules of email etiquette. You should also use appropriate greetings, salutations, and sign-offs, and avoid using all caps, multiple exclamation points, or emoticons. When you communicate clearly and politely, you can convey your message effectively, avoid misunderstandings or conflicts, and build rapport and trust with your email recipients.

3 Set boundaries and expectations

The third step to cope with urgent email requests is to set boundaries and expectations. This means being realistic and honest about what you can and cannot do, and communicating this to your email senders. You should also set clear deadlines, timelines, and deliverables, and update your status regularly. If you need more time, information, or resources, don't hesitate to ask for them. If you encounter any problems or challenges, don't hide them or make excuses. When you set boundaries and expectations, you can manage your workload, avoid overcommitting or underdelivering, and maintain your credibility and reputation.

4 Delegate and collaborate

The fourth step to cope with urgent email requests is to delegate and collaborate. This means knowing when and how to ask for help, and working with others to complete the tasks. You can use tools like calendars, task managers, or project management software to assign, track, and share the work. You can also use tools like chat, video conferencing, or phone calls to communicate and coordinate with your team members. When you delegate and collaborate, you can leverage the skills, expertise, and resources of others, and achieve better results and outcomes.

5 Take breaks and relax

The fifth step to cope with urgent email requests is to take breaks and relax. This means giving yourself some time and space to recharge and refresh your mind and body. You can use techniques like breathing exercises, meditation, or stretching to calm your nerves and reduce your stress. You can also use activities like listening to music, reading a book, or playing a game to distract yourself and have some fun. When you take breaks and relax, you can prevent burnout, fatigue, or frustration, and improve your mood and productivity.

6 Learn and improve

The sixth step to cope with urgent email requests is to learn and improve. This means reflecting on your performance, feedback, and results, and identifying what worked well and what didn't. You can also use tools like surveys, analytics, or reports to measure your impact and effectiveness. You can then use this information to improve your skills, processes, and strategies, and avoid repeating the same mistakes or errors. When you learn and improve, you can grow as a professional, enhance your email etiquette, and cope better with urgent email requests.

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?