4 Steps to Better Email Management
Virtual Administrative Support Services

Are You Lost In the Inbox?

In this day and age of instant contact and immediate response, email management has become an issue for anyone that has an email address. Wow, doesn’t that encompass most everyone?

Image-8 of blog on virtual administrative assistant

Let’s face it, if you are an entrepreneur, you can live and die by your email. You want to be as responsive to your customers and prospects as possible. That sets the stage for how you will treat them and what they can expect from you. However, you may be doing yourself a dis-service.

How many times a day to you pick up your phone and check your email? How many times a day do you log in and make sure you don’t have any unopened email? Just think of an average. I bet if you kept count, it would be well over thirty times in a 10-hour period. Don’t believe me, try it.

The next question is, do you respond, or act upon, each of the emails that come in the first time you see it? My guess is no, you don’t. If you see a newsletter from a prospect, you probably leave it in your inbox to read later. Or if you see a notification from a social media site, you might look at it, determine if it needs action, then move on. Personal email probably just gets skipped over until you have time to read them. Does any of this sound familiar?

The problem here is that when you get back to these emails, you are overwhelmed by the volume and quickly move through them, answer the most important ones, and promise to deal with the rest later. Only later never comes and many times important emails get lost in the crowd. One day you look at your email inbox, and you may have thousands of emails sitting there. Now you are discouraged, frustrated, and mad. What you need is email management.

So what is the answer? Very simple. You need to organize your inbox, enforce some discipline, and stick to a schedule. Let me tell you how.

4 Steps to Email Management

Most people get the same types of emails every day. Take a look at what you get and see if there is some logical categorization. For instance, you may see a lot of customer emails that need attention, many newsletters, and a few that are personal correspondence. Other emails would include ads, updates for software or apps you use, and plain old spam.

Here are four steps to deal with the overstuffed inbox.

  1. Set several times a day that you will check email. Believe it or not; people do not expect you to respond to them immediately. If they did, they would text or call you. So how often should you check your inbox? It depends on several factors, but not more than four times a day. Say 8 AM, 10 AM, 1 PM and 5 PM should do it.
  2. Set up a couple of folders in your inbox. You might have an immediate folder, a social media folder, a personal folder, and a read later folder.
  3. When you check your inbox on the predetermined schedule, sort the items in your inbox to the appropriate folder.
  4. Address the emails that went into the immediate folder. You can get back to the other folders in the evening, or on the weekends.

Have the self-discipline to stick to your schedule. After a week or two, you will find that you are not overwhelmed and discouraged by the number of items in your inbox.

If you need help in organizing and sorting your email inbox, I can help you get started. By reviewing your inbox, I can help you determine the type of folders you need and how often to check your email. I can even do the sorting for you to get you started. You can drop me a line here if you want help.

By having your inbox organized it allows you to be less distracted and more focused on what you do best, growing your business.

Give this a try and see how it works. Let me know if it helps.

Leave a Comment

Your email address will not be published.

%d bloggers like this: