You’re an administrative assistant with a cluttered email inbox. How can you get it under control?

1 Use folders and labels

One of the simplest ways to organize your email inbox is to use folders and labels to sort your messages by category, priority, or project. For example, you can create folders for different clients, departments, or topics, and label your emails as urgent, pending, or done. This way, you can easily find what you need and see what requires your attention. You can also use filters or rules to automatically move or flag certain emails based on the sender, subject, or keywords.

2 Delete or archive old emails

Another way to reduce clutter in your email inbox is to delete or archive old emails that you no longer need. You can do this manually or use a tool like CleanEmail or Mailstrom to help you bulk delete or archive emails based on various criteria. For example, you can delete or archive emails that are older than a certain date, that are from newsletters or promotions, or that are duplicates or spam. This will free up space in your inbox and make it easier to focus on the relevant and recent emails.

3 Set up a schedule

A third way to manage your email inbox is to set up a schedule for checking and responding to your emails. Instead of constantly checking your inbox throughout the day, which can distract you from your other tasks and projects, you can allocate specific times to deal with your emails. For example, you can check your emails first thing in the morning, after lunch, and before you finish work. This will help you prioritize your emails, avoid interruptions, and increase your productivity.

4 Use templates and canned responses

A fourth way to manage your email inbox is to use templates and canned responses for common or repetitive emails. For example, you can create templates for confirming appointments, sending invoices, requesting feedback, or thanking clients. You can also use canned responses for answering frequently asked questions, acknowledging requests, or apologizing for delays. This will save you time and energy, and ensure consistency and professionalism in your communication.

5 Use tools and apps

A fifth way to manage your email inbox is to use tools and apps that can help you streamline and automate your email tasks. For example, you can use tools like Boomerang, FollowUpThen, or SaneBox to schedule, track, or snooze your emails, or to remind you to follow up on important emails. You can also use apps like Todoist, Asana, or Trello to integrate your email with your project and task management system, or to create tasks and deadlines from your emails.

By following these tips, you can get your email inbox under control and improve your workflow as an administrative assistant. You can also reduce stress and anxiety, and enhance your reputation and performance.

6 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?