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From the beginning, the email has been conceived with the intention to facilitate the communication.  But there are moments when it is a counter-productive tool, because we spend too much time reading, writing and replying to different emails.
I know I went through all these situations, although I have considered from the beginning that the emergence of this way of communication is a real blessing for everyone.
Below there are 10 simple tips that have helped me to improve my e-mail management and I hope they will help you too. Even if sometimes I check my e-mails several times a day, I am not processing them right away.
The folders (if you use Outlook) or labels (if you use Gmail) are created for your help in organizing your emails. The filters are tools to help you in sorting out your emails automatically from the first moment they have got into your Inbox.
If it takes less than 2 minutes for reading and replying to an email, then do it at that moment. If you look through your sent emails, you’ll probably see that many of them have similar texts.
Since 1989 when Adpost first opened its doors, we have specialised in being a one stop shop.
Survey DIY Leadership Analysis DIY Teamwork Analysis Tool Blog LMA Library Courses What do you need? They spend hours and hours at what they believe is work,but more than likely the majority of their day was spent inmeaningless tasks that make them look busy without reallyaccomplishing much.Maybe you think you are pretty efficient at work, but I bet if youtake the time to think about what you do in a day, or even logyour time, you will notice times when you are spending yourprecious time on tasks that aren’t really crucial or evenimportant.For example, how many times per day do you check email?
If you’re happy with all of your papers in various stacksaround the room, do that.If you’d rather be more rigid and keep your stuff organized in afile cabinet in color-coordinated file folders, you should use thatmethod. You should haveshort term and long terms goals, and they should be easilyquantifiable so you can measure your success.If you set a goal to “get rich”, how will you know when you’vereached your goal? You must learn to prioritize well if you everwant to make the most efficient use of your time.Let’s say you have a list of ten tasks you need to complete in aday.
I have set aside two time slots for processing them, usually a half an hour in the morning and in the evening. The next time you log into your Inbox, time yourself and ask yourself how much time is well-spent. It happened many times to get emails from people asking me for a quote or different information and, for a while, I have answered each of them.
If the effort of reading and replying exceeds the benefits obtained, then certainly they do not worth it.
Otherwise, it will surely take longer if you keep thinking about that email, reread and answer later.
Therefore, a solution is to create replying templates, which you can customize according to the specificity of every email you have to send. They get used to it,and they have a system.If you have a system that WORKS for you, don’t change it if youdon’t want to!
For argument’s sake, let’s say each task will take you 20minutes, for a total of 200 minutes that day, or a little over 3hours.You should make sure you get the most critical items on your listdone early in the day. This way, I am not overwhelmed with the emails and no urge to read or respond immediately.  After all, the emails are a tool that helps me doing my work, not the work itself.
If you are organized and you have prioritize the emails, you’ll see that 20 or 30 minutes are enough to check your emails.

Also, use the hierarchy structure in order to prioritize them.  Therefore, first level folders are for the big categories, the second level folders are for sub-categories and so on. So, you’ll save a lot of time compared to the situation in which you write each mail from scratch. How many times do you stop to chat with a coworkerabout something that isn’t work related, even for five minutes?Most people would be shocked if they logged their time carefullyeach day.Studies have shown that in an eight hour day, most people getonly 2-4 hours or true productivity in. You don’t have to live by someone else’s rules forwhat organization should be.The only time you should change your organizational habits iswhen it causes you to lose significant time. Imagine you needed to pay your electricbill before 5 PM or your electricity would be shut off, subjectingyou to a $200 reconnection fee.What if you decided to put that off until later in the day and thenyou forgot? For example, if you are a freelancer who works as designer and content writer, you could name your first level folders as “design” and “content writing”. If you could increase thatto six or seven, imagine how much more you could get done?We’re going to look at five quick and simple things you can do tomanage your time better and get more done. Ask yourself thesequestions: • Do you often lose things and have to spend time searching for them?
You might decide you wantto finish writing ten articles by Friday, or that you want toorganize your desk drawers by 4 PM today.You need to keep a system for tracking your goals.
Or what if a family member had an emergency andyou had to leave immediately?By getting critical tasks done early, you can avoid these types ofissues and make sure they are done. Second, in each folder you could create subfolders named according to your clients name or projects you are working for. Why is that?We all know how different people can be, which means how we operate can be immensely different.
I’m only going togo over the easiest techniques I know of to implement so youcan get started right away.I’ve found that most people have trouble implementing varioustactics if they aren’t quick and easy. There arenumerous pieces of software you can use for this, or you cansimply use a whiteboard or notebook. Second, you know how much you’vegotten done, which can be very motivating.Lists are also important because they can help you organize yourschedule. Additionally, you will alsofeel a great weight lifted off of your shoulders for the rest of theday.Sometimes you may run into days when it seems like every itemon your to-do list is equally important.
Once you’ve implemented afew and you start seeing results, you’ll be more motivated tostick to a great time management plan so you can keep seeingthese results. Make sure you separateyour goals into short term and long-term goals, and make surethey are easily quantifiable.Also, make sure your goals are attainable. In fact, that may happenquite often, especially if you have trouble prioritizing.In this situation, try to think of the worst-case scenario. When you make your lists on paper,you may find it rather difficult to organize the tasks or note theirimportance.If you make your lists on paper, be sure to cross them outcompletely when you complete them. If youabsolutely could not finish a task by the end of the day, whatwould happen?Select the items that would have disastrous results and put themat top priority. Repetition makes a habit, and that habit will make you much more effective at time management in both your work and home life.So how do you find the method that works best for you?
If you simply put acheckmark or other mark beside them, it won’t be as easy to seehow much you’ve done. Items that would have terrible results if theywere not completed, but you could recover from get next priority.Any items that would have bad results that would be relativelyeasy to recover from come last. Below are a list of the most effective time management methods used and how to use them; not all of these are necessary to adopt in to your daily lifestyle, the best thing to do is find one that you know you can stick to and go from there.

Ambitious goals help motivate you, and even if youdon’t reach them you shouldn’t fall too far from the mark andrisk hurting your motivation.
When you cross them out completely,it’s very easy to see what has been completed at a glance.You might want to color code your task lists. Many computerprograms make this easy to do, but if you do it on paper youmight want to use colorful labels, stickers, or highlighter pens.You can set certain priorities to certain colors to make it quick tosee what needs to be done first. Some of us think that we can keep all of our tasks in our heads with no need to write them down, but it simply isn’t feasible. Each morning you should write your to-do-list for the day and as soon as something else comes up, write that down too. By visually acknowledging and tracking what you need to do you will find yourself becoming much more productive. There is also the excitement that follows marking off a task, knowing you are one step closer to your daily, weekly, or long term goals.PrioritiseIf you can work out what needs to be done in your day then you will already notice a boost in your productivity. One of the biggest problems people face with effective time management is that they don’t always consider what it is they need to be doing and how long it will take them to do it.
By working that out you can get focused on what you need to and get things done faster.Avoid DistractionsInterruptions can be detrimental to your time management, to your performance and to the performance of those around you. Of course, interruptions can happen and are not avoidable at all times, but it is important to set aside some time where you aren’t interrupted. If you are at work, close your door and take your phone off the hook – it lets people know that you are in the middle of something important and that they should come back another time. It is also important to leave your emails unattended in that time so that you don’t get off track with your current task.
The same goes with working from home, place your phone on silent and out of reach, keep your email browser closed and keep your head in the game, focusing on what you want to get done.BreaksAlways ensure you give yourself time for a break. At the start of the day, whether you are writing a list or prioritising, make sure one of those priorities is a block of time to clear your head. A 15 minute break can work wonders for you and makes you much more productive upon return – go for a walk, read a book, make a snack, anything that gets you away from your workspace for a while. You will find that the time away refocuses you.PerseveranceWhether you have a list or not, things don’t always go according to plan and we run in to snags along the way, the important thing here is how to deal with it. If you let yourself give up or get angry it can be detrimental to both your work and your overall wellbeing.Log your timeA great way to see where you are spending too much or not enough of your time is by keeping a time log. Keep a notebook beside you, or even a digital document open, to log when you start something and when you finish it, as well as any hiccups you encountered along the way. This goes well with prioritising, as it will give you the ability to see where you need to dedicate more or less time to things.Implementing just one of these steps can put you on the path to better time management and becoming much more effective and efficient. Once you implement one step, you may even find yourself on track to implement others.You need to choose to want to change your habits, as no one but you can change how you operate.
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