It’s not hard to see why people want email management systems galore nowadays.
And I guess it’s not hard to see why people are quick to try to sell them too.
At Join Up Dots Podcast we had a huge problem with emails.
I guess it was a great problem to have, as people wanted to speak to us in their thousands.
Which meant that we were popular GO US!
However, in all honesty it was a headache to deal with everything in good time.
We seriously considered buying an email management system for sure, until we started thinking around the problem.
We considered two questions.
Is it the amount of emails that is the issue?
Or simply the type of emails we were getting that were the problem?
Let’s show you our thought process as we went from a nightmare to an empty daily inbox.
How To Create Your Own Email Management System
The first thing that you need to think about is not creating a system at all.
We all set up rules and folders which we think are going to be the magic ticket to our problem.
Nah, doesn’t work.
Any rules that you think we will work actually end up becoming more of the problem.
You end up spending more time looking in the folders for the email than anything else.
So first tip…leave your inbox as just an inbox and nothing else.
The simpler the better
So that put’s us back to an ever filling inbox and long nights of the soul.
Batching Your Time Reading Emails
The second thing that we thought about was batching the time that we spent looking at emails.
Certainly if someone is looking for an email management strategy then this is worth adding to your mix.
You see part of the problem of living in your email inbox is you aren’t decisive when you look at incoming messages.
You read them or half read them, and save them until later.
Which means as you can guess, they quickly get joined by other half read emails.
Nothing gets cleared out and the nightmare continues.
But this was certainly part of the puzzle that quickly become part of our email management strategy.
Getting In And Out Of Your Inbox Quickly
As we mentioned above, by batching your email reading and limiting the time you are working on them you start to make progress.
Now many people will shout “But what if something is urgent?”
What if it’s an emergency?
Honestly, that rarely if ever happens does it.
“That man has taken my child…anyone got Gmail open?”
No, doesn’t happen so you can rest assured that if someone wants you and it is urgent they will either:
Send an email to see you, and then wander over to your desk once you don’t respond.
Or, they will connect with you quickly via legs, phone or anything but an email.
Now The Sexy Part Of Our Email Management System
Once we started jumping into our inbox sporadically we could see that the emails were largely group-able.
They were from listeners of the show, which were great to deal with.
We loved responding to these as without them, hey there wouldn’t be a show anyway.
Then there were emails from people asking for their clients to be on the show.
Once again, without a guest on the show then it would start to become a bit boring indeed.
Then there were the spam, chasers, pitches and stuff that we weren’t interested in.
But how could we get rid of the things that we weren’t interested in BEFORE they hit our inbox?
This is when we really started thinking things through.
This was when we realised that you don’t ever need an email management system at all.
You just need to find a way to make your inbox full of sexy emails and none of the rubbish stuff.
Clearing Out All The Crap From Your Inbox
There is no getting away with it – this takes time.
But you don’t have to do it all overnight, just little by little will do the trick.
Firstly, be really active on Unsubscribing to any emails that have started to appear.
They might look interesting but if you have clicked on something by mistake and are now appearing.
Cut them off from ever filling up your inbox.
A great device that we used (it’s not available in the UK anymore is Unroll.Me )
This either groups them all up into one single email, or just gets rid of them with a single click.
For more Email Unsubscribers you can look at this list all of them can be tested until you decide on your favourite
Of course all this clever stuff works but the personal approach works even better.
Get That Auto Responder Working For You
Most people switch on their autoresponder when they are out of the office on vacation.
It tells people that you aren’t around, so don’t expect an answer.
But how about you brought this into your daily email management strategy?
That is what we have done, and through tweaking the response we have reduced our emails by 80%
Yes, i am not kidding you…..80% of the emails were classed as Priority Three, so we set them the longest time to respond.
Nobody wants to wait a month for a response and they started to become less and less of a problem.
The 80/20 principle in full glorious working order
Our Email Management Auto Responder
Just in case you want to follow suit and test something out like us.
Here is the email answer that people get when they connect with us at Join Up Dots.
Top Priority In Answering Goes To Listeners
If you are a listener of the show and want to pose a question, find out more about my coaching programs, or just tell me that I am young and youthful looking I will answer within a week.
The Email Management Summary
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