You're struggling to manage your email and communication with colleagues. What are some tools that can help?

I always have folders to archive, set rules on emails, colour coded, used flags and even set up email scheduling. For me personally, I use Red for urgent reasons (stop, requires attention) Yellow for working on (get ready, preparation) and Green for go (got answers, ready to send) I used a 'traffic light system' which helped me and also relieved some pressure so not everything felt so "urgent" I still implement this now at The PA Way! ??

I end every working day on inbox zero (with a couple of pinned emails ready to reply to the next day sometimes). All emails are in folders and anything that needs to be replied to is pinned and labelled. Labels include things like ‘reply by EOW, to pay, to complete form etc’. This declutters my mind ready for the next day.

What I found helpful is utilizing a comprehensive email management tool. It offers features like categorizing emails, setting reminders, and creating custom folders, streamlining communication. In my previous experience, incorporating a team collaboration platform has been invaluable. It allows for real-time messaging, file sharing, and project tracking, reducing the clutter in my inbox and fostering efficient communication. I used to struggle a lot with keeping up with emails until I came to know about these tools, which significantly improved my workflow and coordination with colleagues.

Utilize tools like Microsoft Teams, Slack, or Asana for streamlined communication. Use email filters and folders for organization, schedule regular check-in meetings, and set clear communication protocols to enhance collaboration and reduce email overload.

We implemented a SharePoint News Digest that is distributed once a week at the same time. Any urgent news is posted direct to email via SharePoint News Link and added to our SharePoint home page.

For client work, we use Asana for tasks and Trello for content planning. For myself…a simple Google Doc with a checklist. This is how my mind works! For my content…when I’m feeling creative. I write notes in my phone and bulk them out into content.

1.Email Management Tools: Tools like Gmail, Outlook, or Spark offer features such as labels, filters, and priority inbox to help organize and manage emails more efficiently. 2.Project Management Platforms:Platforms like Asana, Trello, or Monday.com allow you to create tasks, assign them to colleagues, set deadlines, and track progress, reducing the need for extensive email communication. 3.Instant Messaging Apps: Apps like Slack, Microsoft Teams. 4.Collaboration Suites: Tools like Google Workspace (formerly G Suite) or Microsoft Office 365 offer integrated email. 5.Email Plugins:Extensions like Boomerang, Mixmax, or Streak enhance. 6.CRM Software: Customer Relationship Management (CRM) software

I find Whats App Business a gamechanger. There’s nothing quicker than sending a quick text. This requires discipline if you’re using your personal number though. All of my contents are labelled (client, associate, personal) and an auto response goes out to colleagues out of working hours.

Boundaries are super important BUT you have to do what helps you. For example…I sort my emails every night before I go to sleep as it helps me to relax and sets me up for the next day. This isn’t for everyone though.

Set a daily focus one to 2 hours on your calendar to read your emails and go through them, this works best to avoid compiling unread emails during a busy project period. Try to create a folder for announcements, general emails etc, and direct them to the folder as soon as they arrive.

I was in group email general information of clinic. Then it came to my inbox, with several request that not related to my task. I reconfirm with related department and make sure that , they had follow up accordingly, then I can delete that e-mail. Hope it work. Thank you.

One tool that can help manage your email and communication with colleagues is Slack. It allows for real-time messaging, file sharing, and integration with other tools like Google Drive and Trello, making collaboration more efficient.

Regularly delete or archive old emails: Emails don't need to be kept forever. Regularly clean out your inbox to keep it clutter-free. Set a schedule for checking emails: Instead of constantly checking your inbox throughout the day, set specific times to read and respond to emails.