Email is so simple that most businesspeople are left alone to develop their way of using it effectively. Problems arise as individuals come under pressure to manage significant quantities of messages from their email inbox daily. The practices they’ve developed to address 10 or 20 emails a day can’t cope when it’s scaled up.
Worse is the issue of email users who appear to be coping but are doing so exceptionally inefficiently. In these scenarios, organizations can have workers employed to do a specific job but can’t do it because they spend almost all their time fighting with their email inbox.
Email management best practice
For people that use email incorrectly or inefficiently, salvation comes in the form of email management best practice that – when applied – can improve job effectiveness, safeguard personal well-being and contribute to a far more positive customer experience.
In this post, we focus on those aspects of email management best practices that maximize productivity, enable individuals and organizations to succeed amidst rising demands, and do so profitably.
Best practices for email productivity
All the ways of managing email to boost productivity boil down into 4 major groups. Each of these should be thought of as a fundamental pillar of best practice. Used together they ensure that email productivity can be maximized. They are:
Reducing drag in your email inbox
The first pillar is just general good practice. It’s about cutting waste and jettisoning things from your email inbox you don’t need. For example:
Closing gaps in email processes
Next up is identifying some of the workflows around email management that can be speeded up or removed. You’re really winning if you can convert opportunities to accelerate processes or parts of processes, no matter how small. For example:
Promoting good email inbox hygiene among your team
The third pillar gets a little more sophisticated and wide-ranging. These are more concerted and structured approaches to managing email that you can apply yourself and – for maximum productivity – among your team. Habits that, if everyone adopted them, would add up to significant gains. They include, for example:
Measuring and managing email productivity performance
The final pillar relates to the benchmarks and standards that are going to drive productivity and help you evaluate the success of your efforts – getting you equipped to demonstrate productivity gains and pinpoint further improvements. These may include the following examples:
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