Reading emails seems to be a simple task, you open your inbox you read and you respond, simple right?

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But NO! Chances are, going through your email is probably the last thing you want to do in your daily life… and why? because it’s a freaking mess!

Email Management is one of the reasons most of my clients come to me. As much as we dread going through it, it is also a very important task because it is where we communicate with clients and customers. It is where potential clients inquire about our services and products. So I thought I would share with you what works for me when it comes to managing my emails.

  1. Have a set schedule. Try to keep a schedule on when you will check and respond to emails. I check and respond to my emails every morning while drinking coffee and then once again later in the afternoon after lunch and last time after dinner or before going to bed. I leave the not-so-important-emails for lasts.
  2. Use different email accounts for different purposes.Instead of using just one email address for all things have a personal and business account to separate your personal stuff with business transactions which is pretty obvious. I also use a different email for signing up and subscribing on newsletters.
  3. Use an email client. If you do have multiple email address it’s wise to use an email client to keep track of all your emails in one place. I use Outlook and Gmail.
  4. Unsubscribe. When you sign up for freebies in exchange for your email address you then receive marketing emails and newsletters. Some could be really valuable but others not much… so if you no longer want to get those in your inbox just hit unsubscribed.
  5. Turn off email notifications. Apps and softwares sometimes send us notifications if you really don’t want to get notified make sure you turn those off. I find twitter email notifications annoying!
  6. Delete.Delete.Delete. If you don’t need it let go! When you go through your email do a quick sweep and find those you-don’t-give-a-sh!t emails and delete it on the spot. Empty the trash bin for last (I review and empty my trash bin once a week) and make sure to take a last look to make sure you didn’t accidentally deleted a very important email.
  7. Mark them. Sometimes there would be emails that we need to get our head first to come up with a response so skip it, use markers like flags in outlook or stars in gmail so you can come back to it later.
  8. Create folders and set rules. Email clients usually have this feature use it! For example I have separate folders for each clients in outlook. I set up rules so each email goes in their designated folders.
  9. Create templates and canned responses. If you send the same email or respond to same messages everyday it makes sense to keep templates that you can just easily personalize and send.
  10. Call and Text. It makes sense… if you want to receive less email, send less email. Maybe send a text message instead or pick up the phone and call the person a call… Simple!

Checking your email doesn’t have to be a hassle, we should be managing our emails and not the other way around. Keep things organized so when you open your inbox everything is in place and you don’t have to weed through it. Again the following are what works for me, why not share your ways on managing your email?

Emma Gineta is a a Filipino Virtual Assistant who works with heart-centered and fun-loving entrepreneurs and business owners to help them spend TIME wisely, focus on growing the business and do their Brilliance.