Email Productivity Tips That Will Fast Track Your Day

Email Productivity is essential in today’s office for success in work.

  • Do you quickly process email and get your Inbox to zero – daily, if not weekly?
  • Can you quickly find needed information in your email folders?
  • Is your email a time-waster or a time-saver?
  • Have you ever been shown how to better manage your email?


If you’re like most people, you answered “NO” to all of these questions!

Handling email quickly and effectively requires 1) a good system; 2) experience, practice, and consistency in your decisions/actions with each email.

Here’s a simple way to store and manage your email:

1. Focus on action. When you open every email, ask yourself what the next action is. Make a choice immediately: 1) reply now; 2) delete the email (no reply/action needed); or 3) place the email in your action file/and attach or note the related actions on your calendar for follow-up later.

2. Turn off your email client, or set it to alert you every hour. Eliminate unnecessary distractions, and limit your email processing time to set times during the day.

3. Don’t check email first thing in the morning. Make the first part of your day “focus time.” Use this time to work on planning work or completing actions. Check and reply to your email in late morning, before you go to lunch.

4. Lower your email volume. You can quickly reduce the number of email you receive by asking the people you work with, or those reporting to you, not to send email to you unless necessary. Instead, meet with people once or twice a week to talk about all the items on your “meeting agendas” that might previously have been sent on email.

5. Use email acronyms and shortcuts – when used by your entire department or company, email becomes a more effective communication tool.

Have you ever sent an email to the wrong person?

An Illinois lady left the snow-filled streets of Chicago for a vacation in Florida. Her husband was on a business trip and was planning to meet her there the next day.

When she reached her hotel, she decided to send her husband a quick e-mail. Unable to find the scrap of paper on which she had written his email address, she typed it in from memory.

Unfortunately, she missed one letter and her email was directed instead to an elderly widow, whose husband had passed away only the day before.

When the grieving widow checked her email, she took one look at the monitor, let out a piercing scream and fell to the floor in a dead faint.

At the sound, her family rushed into the room and saw this note on the screen:

DEAREST HONEY:
JUST GOT CHECKED IN. EVERYTHING PREPARED FOR YOUR ARRIVAL TOMORROW.

P.S. SURE IS HOT DOWN HERE.

Organizing Your Email
Processing Email

…continued in Ebook: Success in Work

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