Individual blog


10 Simple Tips to Effective Email Management

By Bobby Posted On: September 24, 2015

10 Simple Tips to Effective Email Management


From the beginning, the email has been conceived with the intention to facilitate the communication.  But there are moments when it is a counter-productive tool, because we spend too much time reading, writing and replying to different emails. For example, think about the following situations:

  • There are days when you spend too much time checking and reading your emails instead of doing your proper work
  • Quite often you make the emails your first priority, keep the email alerts open and read them in the very first moment of their arrival
  • You spend too much time managing your email each day, like sorting and organizing them using different criteria, deleting old messages

I know I went through all these situations, although I have considered from the beginning that the emergence of this way of communication is a real blessing for everyone. At the end of the day, the email is just a tool for us to get our task done.

Below there are 10 simple tips that have helped me to improve my e-mail management and I hope they will help you too.

  1. Process your e-mails once or maximum twice a day

Even if sometimes I check my e-mails several times a day, I am not processing them right away. I have set aside two time slots for processing them, usually a half an hour in the morning and in the evening. This way, I am not overwhelmed with the emails and no urge to read or respond immediately.  After all, the emails are a tool that helps me doing my work, not the work itself.    

  1. Process your e-mail in batches

I usually process my Inbox in batches. So, I am not distracted from my important tasks and I am not interrupt from my work. 

  1. Set up a limit to the time you spent in your Inbox

You don’t need to spend the whole day reading, replaying, archiving or deleting emails. The next time you log into your Inbox, time yourself and ask yourself how much time is well-spent. If you are organized and you have prioritize the emails, you’ll see that 20 or 30 minutes are enough to check your emails.

  1. Prioritize your e-mails

Not all the emails are the same. I love the 20/80 rule whose main idea is that 20% of inputs are responsible for 80% of outputs in any situation. This rule applies also for emails. I’m sure that most of you receive email from clients, providers, business partners, friends and/or different websites you have subscribed. In addition, I am sure that not all the emails have the same importance for you. Therefore, focus your attention to those 20% emails that lead to maximum output and postpone the other for later.   


  1. Create folders (or labels) to keep you organized

The folders (if you use Outlook) or labels (if you use Gmail) are created for your help in organizing your emails. Create folders and name them according to your work and area of interest. Also, use the hierarchy structure in order to prioritize them.  Therefore, first level folders are for the big categories, the second level folders are for sub-categories and so on. For example, if you are a freelancer who works as designer and content writer, you could name your first level folders as “design” and “content writing”. Second, in each folder you could create subfolders named according to your clients name or projects you are working for.

  1. Use filters

The filters are tools to help you in sorting out your emails automatically from the first moment they have got into your Inbox.  Depending on your filters, the emails will be automatically sorted into a specific folder. These tools help you minimize the amount of the administrative actions.

  1. Realize you don’t need to replay every mail

Despite of what you think, you don’t need to replay every mail you get. It happened many times to get emails from people asking me for a quote or different information and, for a while, I have answered each of them. Sometimes, I have sent additional questions in order to help the peoples get to the point. At some of these emails I have never received an answer, not even a “thank you”. Which makes me think they were never read.

That’s why I believe you don’t need to reply every mail you get. If the effort of reading and replying exceeds the benefits obtained, then certainly they do not worth it. You should focus on those emails that give you inputs; the others will solve themselves.

  1. Use the rule of the 2 minutes

If it takes less than 2 minutes for reading and replying to an email, then do it at that moment. Otherwise, it will surely take longer if you keep thinking about that email, reread and answer later. But make sure you don’t take more than 2 minutes to answer an email. This way, it will be easier for you to process your emails in batches.

  1. Keep it short

I’m sure you don’t want to read and write essays in your emails. And you appreciate short and to the point messages. Try to keep the level of  5 maximum 6 sentences in your emails. This will help you focus on the subject and have an effective-organized communication way.

  1. Create replying templates if you send often similar answer

If you look through your sent emails, you’ll probably see that many of them have similar texts. Therefore, a solution is to create replying templates, which you can customize according to the specificity of every email you have to send. So, you’ll save a lot of time compared to the situation in which you write each mail from scratch.

26 thoughts on “10 Simple Tips to Effective Email Management

  1. I really like your blog.. very nice colors & theme.
    Did you make this website yourself or did you hire someone to
    do it for you? Plz answer back as I’m looking to construct my own blog and would like to know where u got this from.

  2. Hey there, You’ve done a fantastic job. I’ll certainly
    digg it and personally suggest to my friends. I’m sure they’ll be benefited
    from this website.

  3. It is perfect time to make some plans for the longer
    term and it is time to be happy. I’ve learn this put up and if I may I want to suggest you few
    attention-grabbing issues or advice. Maybe you could
    write next articles regarding this article.

    I wish to read more things about it!

  4. Hello there, just became aware of your blog through Google, and
    found that it is really informative. I’m gonna watch
    out for brussels. I’ll appreciate if you continue
    this in future. Lots of people will be benefited from your writing.

  5. I’m not sure where you’re getting your information, but good topic.
    I needs to spend some time learning more or understanding more.

    Thanks for wonderful info I was looking for this information for
    my mission.

  6. Hi there! I just wanted to ask if you ever have any problems with hackers?
    My last blog (wordpress) was hacked and I ended up
    losing months of hard work due to no back up. Do you have any methods to prevent hackers?

  7. I think this is among the so much vital info for me.
    And i am glad studying your article. However want to observation on few normal things,
    The site taste is perfect, the articles is really nice : D.
    Just right activity, cheers

  8. Hi there, I discovered your website by way of Google at the same time
    as searching for a comparable matter, your site came up, it
    seems to be good. I’ve bookmarked it in my google bookmarks.

    Hello there, simply become aware of your blog through Google, and found that it’s truly informative.
    I am going to watch out for brussels. I’ll appreciate
    if you continue this in future. A lot of people will probably be
    benefited from your writing. Cheers!

  9. Greetings I am so thrilled I found your web site, I really found you by mistake, while I was searching
    on Bing for something else, Nonetheless I am here now and would
    just like to say many thanks for a incredible post and a all
    round entertaining blog (I also love the theme/design), I don’t have time to read it
    all at the minute but I have book-marked it and also added in your RSS feeds,
    so when I have time I will be back to read more, Please do keep up the
    superb b.

  10. It’s a shame you don’t have a donate button! I’d certainly donate to
    this brilliant blog! I suppose for now i’ll settle for bookmarking and
    adding your RSS feed to my Google account. I look forward to brand new updates and will
    talk about this website with my Facebook group.

    Talk soon!

  11. Hi there outstanding website! Does running a blog like this
    take a massive amount work? I have very little expertise in computer programming but I had been hoping
    to start my own blog in the near future. Anyways, should you have any
    suggestions or techniques for new blog owners
    please share. I know this is off subject but I just wanted to ask.
    Appreciate it!

  12. Excellent pieces. Keep posting such kind of info on your site.
    Im really impressed by your site.
    Hello there, You’ve done a fantastic job. I will definitely digg it and for my
    part suggest to my friends. I am confident
    they will be benefited from this web site.

  13. Attractive section of content. I just stumbled upon your website and in accession capital to
    say that I get actually enjoyed account your weblog posts.
    Anyway I’ll be subscribing on your feeds and even I achievement you get admission to persistently fast.

Leave a Reply

Your email address will not be published.