Answering Emails: A Guide to Efficiency

Emailing is an excellent way to communicate instantly having to accrue additional costs. Most people spend a lot of time reading, replying to messages, and getting into contact with new people through e-mail. As such, almost everyone wishes to improve their email skills. Most people believe that their outlook or Gmail is excellent the way it is now. However, if you are a regular user and email is a crucial part of your life, you need some tips to organize your emails and keep your Gmail uncluttered. Here are some tips for answering emails and a guide to efficiency. 

  • Use One Inbox. Most people have several email accounts. You probably have your personal account, work email, college mailbox, and even a junk inbox. Before you begin the management process, you need to choose the one you will use for work. Avoid checking all other mails except this one. Your social media notifications and other updates should not interrupt your workflow. However, if you use several inboxes such as your personal and company’s email, the best option is not to keep them open at the same time. Instead, set up an automatic email forwarding. Once you receive a message from, let’s say, your company mailbox, it will be automatically forwarded to your work inbox. This means that you will receive messages from your multiple accounts in a single inbox. You can reduce clutter, avoid missing an important email from one account, and avoid switching between several inboxes. 
  • Know your email Platform. Most of us have used Gmail or Outlook accounts for several years now, but not all of us know everything about our accounts. These email platforms have advanced features that can make your work easier. For instance, pressing Shift + 8 + U selects all your unread emails. Ensure you know such features and shortcuts to handle and reply to emails efficiently. 
  • Email routine. Reading and replying to messages can take almost a quarter of your day. You probably check your email every 30 minutes. Such behavior can lead you to jump from one task to another, thus affecting your accuracy. The best way to avoid this is to set up a schedule and stick to it. For instance, you can set yourself to check emails every 2-3 hours. Stick to this routine so that you do not interrupt your work. You can also check your emails once you get to work, on a tea break, later during lunch, and again before you leave your workplace. 
  • Auto-Responder. If you are too busy to keep checking your inbox, consider automating email replies. The best way to use an auto-responder is when you do not reply to messages within a specified period. For instance, if you do not respond within 12 hours, the program will automatically answer the email saying something like, “I read your email, and I will get back to you, thanks so much.” Most business owners automate their email replies to save them valuable time. 

Email plays a vital role in our work and personal lives. As such, you should learn how to manage your emails better. 

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