Managing your inbox doesn't have to be like drinking from a waterfall

330 Billion Emails are sent Every.Single.Day!

And sad to say, this heinous productivity crime isn't going anywhere very soon. Fortunately for FYI users, nearly 70% of emails received can be auto-filed (more on that later).

1971 saw the first email. The number of emails people are receiving has been growing ever since. Even with the introduction of great tools like @slack and @teams for instant messaging, there's no sign of the number of emails slowing down. An extra 46 Billion emails will be sent per day within three years. 376 Billion emails will be sent per day by 2025.

Is your inbox a place for other people's agendas?

I read a great post from Reza Hooda FCA CTA about your inbox being a place for other people's agendas https://bit.ly/3SQMTzE

This was followed shortly after by some great Email management hacks from Carl Reader , who has also put a video out about his hacks The BEST Email Hacks in 2022 - YouTube

Having your inbox open "all of the time" can take you away from the 'important, non-urgent work". But if you are clear on your work goals, you can quickly return to them. If you are close to a deadline is close or if clarity of thought is needed, then definitely turn Outlook/Gmail off. But, if you're doing this, make sure you apply one of Carl's tips of putting your out-of-office on with an explanation of WHY you have you won't respond straightaway.

The benefits of incorporating quick email management into your day

Great opportunities will be delivered to your inbox. Making sure we spot these gems at the right time can win clients and friends.

The Totally Responsive Method (TRM), written by Brian De Haff in "Lovability", sums up the ethos.

"My goal is to respond to your request as quickly as I can. Because when I do, I have the best chance of interacting with you while you are the most focused on the request at hand."

"We have entered a world where those who can process and respond to the rapid flow of information will be most rewarded."

These inbox opportunities sometimes carry a level of urgency. However, if it's for a later date, you need to make that decision quickly and decisively and carry on with the Important, non-urgent work of striving to hit your goals. With the right tools in your kit bag, you can do this.?

Email use is out of control.

Here are a few mind-blowing facts about the number of emails being created EVERY. SINGLE. DAY.

• 333.2 Billion daily emails will be sent in 2022
• 376.4 Billion daily emails are predicted to be sent in 2025 - https://www.radicati.com/wp/wp-content/uploads/2020/12/Email-Statistics-Report-2021-2025-Executive-Summary.pdf
• The UK are 6th in the world for emails sent, with a staggering 8.6 Billion emails per day (Cisco Talos Intelligence Group October 2021)
• UK are 10th in the world for SPAM emails sent
• Almost 86% of emails sent are spam

Fortunately as much is SPAM, it won’t see the light of day. However, the number of emails accountants receive per day is significant.

In a recent survey carried out via LinkedIn, over 75 responses gave the following results.

• 52% received over 50 everyday
• 27% received over 75

These numbers are expensive?

Let’s say that each email, on a super conservative average, takes 1 minute to deal with. That is to read and decide what to do with it. Total = 50 minutes. Or 83.3% of an hour.

Imagine if 50% of those emails were sent to teammates to deal with. Suddenly the firm has taken a hit that could directly affect the bottom line.

Creating value is essential for accountancy firms. You are creating value when using your brain as a valuable asset. Making small decisions about how to file an email or share with a colleague directly eats into the time you can spend creating real value.

How can FYI help?

We help you take control of your inbox.

Here you can watch a copy of a recent Outlook auto-filing recording.

• Email auto-filing – this allows sending emails directly to the client’s record within FYI. You can attach the email to any jobs that are in progress. Our data shows over 70% of emails received can be auto-filed
• Delegate jobs directly from your inbox – as a busy partner in a firm, you want to ensure you are dealing with the highest value work for your clients or your firm. From the Outlook Add-In, you can delegate emails to other team members
• Deposit the email – with the ability to see all emails associated with a client, gone are the days of asking teammates if they’ve received any email from a specific client. All staff have all the information they need in one location - enabling fantastic client service
• STOP FORWARDING EMAILS INTERNALLY – if you are still doing this, you are, in effect, sharing your pain with your teammates
• Data Security – by reducing the number of emails being sent, you are decreasing the risk of an email falling into the wrong hands

Conclusion

• Emails are here to stay
• Emails are an important way of communicating with your clients
• Emails present you with opportunities to build stronger relationships
• Emails take up too much time to deal with
• Effective tools to manage your emails help you focus on creating more value for your clients and your firm