Tips on How to Manage Your Email

Email is one of the most important tools that a business has at its disposal; however, its true value can easily be wasted if it isn’t utilized to its fullest potential. To avoid this, we’ve put together a few ways to streamline your business emails, and maybe correct a few bad habits along the way.

Don’t Be Afraid of Reusing an Email!

How often do you find yourself sitting down to write a response to an email, only to think of all the other times you’ve had to do the same thing, basically verbatim? You know the messages: the “thank you, but I’m not interested,” the “you should have emailed this other person,” or the “yeah, got it, don't need anything but thanks!”

These messages are the modernized cousin of the form letter, so why not utilize a standardized template for them? Your email platform of choice should have the ability to create these templates for your messages, or as they are referred to in Outlook, “quick parts.” In Gmail, they are called “canned responses.”

By creating up these templates, you can save your future self from having to repeatedly rewrite the same message.

Use Groups!

Say you frequently share news with your team and its various departments, or a particular team you’ve put together internally for a project. Whatever the case may be, you want an easier way to send a message to a set group of people.

In Gmail, you can create groups to send messages to later, that make a sort of forum in an email message. It simplifies the task of reaching out to large groups of people in the office regularly.

Stay Organized

One of the most popular reasons that even the most organized inboxes get cluttered: the emails that you just keep around in your inbox. 

Whether they came in from a newsletter you’ve subscribed to, or if they were shared in a particular email chain that you keep going back to, these emails get in your way.

Maybe there was an idea in there that really grabbed your attention, one that could potentially take your business to the next level, even the level after that. But wouldn’t you know it, now just isn’t the right time to do something like that, but you want to someday!

So, to make sure that you had the seed that planted the idea when the moment was right, so you could swoop in and embrace the opportunity at some later date, you’ve kept this email… and a bunch of others that also had good ideas.

Frankly, how probable is it that you will ever actually put one of these ideas into practice? You’re likely better off deleting messages like these. On the other hand, if you really, really want to keep them, try creating a folder called “Future Plans” After all, your good intentions should be put somewhere.

Don’t miss out on the improvements that small adjustments like these can potentially lead to. Make sure you subscribe to our blog for more tips to help you get the most out of the technology that drives your business!