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Krystal Emerson

5 Tips For Organizing Your Email For Maximum Productivity

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Krystal Emerson
Krystal Emerson
 24 days ago
Hands typing on a laptop.Burst/Pexels

How do you feel when you open your inbox, and it's full of unread emails? Do you ever feel like the email never ends, and there is no way to get ahead of all that needs to be done? "Inbox zero" is a system where your goal is to clear out every single item in one sitting so that at any given time, only new items remain.

It can be not easy, especially if you have hundreds of unread emails, but once completed, it feels wonderful. You may find yourself more productive since stress has been eliminated from the equation. Email overload is a common problem in the digital age.

When you have too many unread emails, it's easy to feel overwhelmed and distracted from your work. The key to tackling email overload is to get organized. This article will provide five tips for organizing your inbox so that you can be more productive and less stressed while managing all of those pesky messages. 

2. Create rules that will automatically file your emails in the appropriate folder

Do you have a lot of emails that are cluttering your inbox? Do you want to be more productive but don't know how to make it happen? It might just be as easy as sorting them. If you don't manage your email properly, it could consume all of your time and cause you to miss important messages that are sent to you. Let's talk about the best way to sort those pesky emails. 

You can choose one of two ways: by the sender or by subject. If you're a visual person, it may be easier for you to organize your email box based on who sent an email. For example, put all emails from colleagues in the “work” folder and all personal messages in the “personal” folder. If seeing everything is less overwhelming for you, then by subject will work better for you. 

Organizing your emails into folders is a great way to stay on top of your work and personal life. It can be hard to remember if you have read an email or where it is located, so organizing them in folders will make it easier for you to find what you are looking for. 

2 Create rules that will automatically file your emails in the appropriate folder

Sometimes the most mundane tasks can seem like a never-ending battle. From emails to paperwork, it seems that there is always something else that needs to be done.

Do you find yourself frustrated by the amount of email clutter in your inbox? Are you looking for a way to organize the emails that are cluttering up your inbox, so they don't distract from more important tasks? Would you like an easy solution to filing and organizing all of those pesky emails into appropriate folders, so they're not taking up valuable space and time on other projects? 

The average person receives 121 emails per day, and it's impossible to keep up with all of them. But if you use the "rules" function in your email client (Outlook, Gmail, etc.), you can automatically automate things like filing emails into appropriate folders.

3. Schedule time every day to check your email inboxes and respond to any urgent messages

You might be tempted to spend all your day checking and responding to emails, but it's important to schedule some time every day where you're not thinking about work. You'll have more energy for the things that matter when you take a break from email. 

A good way to do this is by setting up an hour each afternoon or evening just for email. If any urgent messages require immediate attention, use the rest of the time in your designated "email" hour as needed and then close out of your mailbox so you can enjoy what matters most at home with family or friends.

When you schedule your daily email routine, make sure it doesn't interfere with other commitments since many people find they need more than one scheduled block of time if their inbox fills up. Decide how much time you can realistically set aside for checking emails during the day and stick to your schedule.

4. Turn off notifications from social media and other websites that send you notifications via email

We've all been there before. You're scrolling through your social media feed, and suddenly you get an email notification from the same app that you were using on your phone, telling you about a new post or someone following you. It's annoying when it happens every few minutes, but what if the notifications are coming to your inbox constantly? 

Many social media apps send you notifications when someone interacts with your account, but these notifications often distract and take away from other tasks. These interruptions can lead to hours wasted scrolling through posts when you could have been getting work done or spending time with friends and family.

You can stop these distracting notifications from showing up in your email by logging into your social media accounts, navigating to the "notification setting," and turning off email notifications. Social media messages are not urgent for most people, so remove this unnecessary distraction from your email inbox.

5. Unsubscribe from any newsletters or mailing lists that are no longer relevant to your interests

In today's digital age, there are a lot of ways to receive information. Emails, text messages, and social media posts bombard us with alerts from companies that we may have forgotten about or companies that are no longer relevant. This can be overwhelming for some people.

A few months ago, I decided to unsubscribe from any newsletters or mailing lists that were no longer relevant. It was really liberating, and I'm so happy with my decision. 

It is important to unsubscribe from any newsletters or mailing lists that are no longer relevant to you, so you don't get overwhelmed by all the extra information coming your way. You can do this by clicking on settings in the email account or going into your profile settings on Facebook and adjusting what you want to be sent directly to your inbox.