Email is an essential tool for communication in small businesses, but it can also be a source of frustration and lost productivity. With overflowing inboxes and constant interruptions, it can be challenging to manage emails effectively. In this article, we’ve compiled 20 email productivity hacks to help small business owners manage their emails more efficiently and get more done.
- Schedule Specific Times to Check Your Email
The first step to managing your emails is to set specific times to check your inbox. Avoid responding to every email as it comes in and instead set aside 2-3 times a day to check and respond to emails. This way, you can focus on other tasks in between and reduce distractions.
- Prioritize Your Emails
After setting aside specific times for emails, it’s essential to prioritize them. Create a system that works for you, such as prioritizing emails based on urgency, sender, or topic. You can use email filters and labels to help you prioritize your emails automatically.
- Use Keyboard Shortcuts
Keyboard shortcuts can be a significant time-saver when it comes to managing your email. Learn the most common keyboard shortcuts for your email provider and use them to streamline your workflow.
- Use Email Templates
Email templates can save you time if you find yourself typing the same message repeatedly. Most email providers allow you to create and save email templates, which you can use to quickly respond to common messages.
- Use Filters to Sort Incoming Emails
Filters are an excellent tool for automatically sorting your incoming emails. You can set up filters based on sender, subject, or other criteria to help you manage your inbox more efficiently.
- Use Rules to Automate Email Management
Rules are similar to filters, but they allow you to take additional actions on incoming emails. For example, you can set up a rule to automatically move emails from a specific sender to a specific folder or mark them as read.
- Use a Separate Email Address for Newsletters and Promotional Emails
Newsletters and promotional emails can quickly clutter your inbox. Consider using a separate email address for these types of emails, so they don’t distract you from more critical messages.
- Use a Plugin to Schedule Email Sends
If you’re sending emails to people in different time zones or want to send an email at a specific time, consider using a plugin to schedule email sends. This way, you can write your emails when it’s convenient for you and have them sent at the optimal time for your recipient.
- Use an Email Tracking Tool
Email tracking tools can be useful for knowing whether your emails are being opened and read. This can be helpful for following up with clients or prospects.
- Use Email Snooze
Email snooze is a feature that allows you to temporarily hide emails until you’re ready to deal with them. This can be useful if you don’t have time to deal with an email when it comes in but don’t want to forget about it.
- Use an Email Signature
An email signature is a pre-written message that you can include at the bottom of your emails. This can be useful for providing contact information or other frequently asked questions.
- Use Canned Responses
Canned responses are pre-written messages that you can quickly send in response to frequently asked questions. This can be helpful for saving time and reducing the number of repetitive emails you need to write.
- Use Labels to Categorize Email
Labels are similar to folders, but you can apply multiple labels to an email. This can be helpful for categorizing emails based on different criteria, such as project or urgency.
- Use the “Unsubscribe” Button
Many newsletters and promotional emails have an “unsubscribe” button at the bottom. If
you’re no longer interested in receiving these emails, take advantage of this feature to reduce clutter in your inbox.
- Use Email Aliases for Different Roles
If you have multiple roles or responsibilities, consider using email aliases to keep them separate. For example, you might have one email address for sales inquiries and another for customer support.
- Use Email Priority Flags to Manage Urgency
Most email providers allow you to mark emails as “high priority” or “low priority.” Use these flags to manage the urgency of your emails and ensure that you’re responding to the most critical messages first.
- Use a Unified Inbox to Manage Multiple Email Accounts
If you have multiple email accounts, consider using a unified inbox to manage them all in one place. This can save you time and prevent you from missing important messages.
- Use an Email Timer to Limit the Time Spent on Email
Email can be a significant time-sink for small business owners. Consider using an email timer to limit the amount of time you spend on email each day, so you can focus on other tasks.
- Use a Tool to Unsubscribe from Multiple Emails at Once
If you have a lot of promotional emails to unsubscribe from, consider using a tool that can unsubscribe you from multiple emails at once.
- Use a Tool to Automatically Reply to Certain Types of Emails
If you frequently receive the same types of emails, consider using a tool that can automatically reply to them. This can save you time and ensure that your customers or clients get a prompt response.
In conclusion, managing email can be a time-consuming and overwhelming task for small business owners. By implementing these email productivity hacks, you can streamline your email workflow, reduce distractions, and focus on more critical tasks.
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