6 simple ways to manage email overload

Email has forever changed the way ideas, schedules and updates are communicated in the office. Now, it is commonplace to receive a barrage of hundreds of emails a day into your inbox. As busy people, it should be making our lives easier, right? Yet somehow one of the most common excuses of not getting things done often revolves around having too many emails to respond to and not enough time. Here are seven simple ways to cope with these constant demands without compromising productivity and quality, to make sure things can run more smoothly in your business!

      Use priority labels

Mark incoming emails according to importance/urgency – establish a system where you aim to respond to all “highly”-important emails, some “moderately”-important emails, and no “un”-important emails. Otherwise you will be more prone to running into ‘switch-tasking’ rather than multi-tasking where you are viewing many emails but not answering as many as you could.

      Assign a designated time for checking and responding to emails

If your workplace does not rely on constant email contact, compartmentalising time for emails can help stop the constant ‘stop-start’ nature of responding to emails as they come through. Only responding to emails at specific times during the day helps to stop distractions and can also improve productivity. 

      Offer one reply per project/person

You may find that some colleagues send you multiple, shorter emails, almost in a conversational style. While it can be easy to fall into the trap of spending time on each individual email, why not respond to related projects/people in one email? This may also aid communication between project officers and ensure that you have provided a consistent answer. One method of shortening times to respond that works well with familiar contacts or clients is providing answers next to their original text in a different colour, making future reference easier.

      Proof read before sending

Proof reading is important in all types of written communication, and email is no exception to this. Given that physical aspects of communication like tone and body language are absent in email, try to imagine how the other person would interpret what you have said. Communicate clearly enough that they cannot misunderstand you.

      Only write what you would say in a court of law

Workplace emails are considered the property of the workplace. Avoid gossip, angry emails or misinformation, and keep it simple. Assume that whatever you have written could be made public and used against you. This will keep you safe and even foster better quality communication between colleagues.

      Consider your email signature as a marketing opportunity

Rather than simply signing off an email, don’t miss this opportunity to market your brand. Under your name and title, consider placing a quote or visionary statement that helps capture what you do. This will also make it easier for people to contact you via phone or find your address if need be.

Poor email management can make email communication seem never-ending and messy. Smart email management starts with clearer thinking before leaping into activity, and can lead to greater productivity and clearer communication.  Try out some of the above and let us know if they have given you more opportunity to focus on your core value activities!