Email management is a vital part of conducting business. It beggars belief that a lot of people still don’t know how to manage their inboxes and email systems efficiently. Improper use of email leads to a stranglehold on productivity and studies have shown that if you’re interrupted from a task, it can take several minutes to return to the same optimum level of concentration.
Such interruptions are commonly associated with poor email management. It’s ironic that email technology has actually become a large workplace distraction, one that wastes a lot of valuable time. It’s vital that your business has strong email efficiency in order to boost productivity and offsite hosting, such as through cloud email is rapidly becoming the next big thing.
Achieving ‘Inbox Zero’
Having tens or even hundreds of unread emails sitting in your inbox is a sign of ultra-inefficiency. This state of affairs is usually down to people seeing their inbox as a place to store emails. In order to be more efficient, you need to view your inbox as a place where you temporarily store your emails before you ‘process’ them.
Ideally, your aim should be to achieve ‘inbox zero’: your inbox should only contain unread emails. As soon as you read a message, you need to store it in a separate folder after it’s been ‘processed’.
As a rule of thumb, if it takes you longer than a couple of minutes to reply to an email, you should store it in your ‘drafts’ folder to attend to later on. Re-reading the same email is a waste of time, particularly when you have to go through hundreds of them a week.
Your employees should aim to go through their inboxes as fast as possible, processing only what is necessary and urgent. Emails that require more than a few minutes to read and reply to should be taken care of later.
The bigger picture
Apart from changing the way your employees attend to their emails, it may do your business good to consider an email infrastructure change. A lot of companies still use cumbersome and disruptive in-house email servers. You probably aren’t a stranger to email blackouts and crashes caused by in-house servers.
The newest trend is to hire a third-party email service provider that handles your email infrastructure off-site, and cloud email seems to be the most popular solution.
Instead of having your IT department constantly harangued by in-house server issues, third-party companies like Mimecast can migrate your email server to the cloud, where your employees can universally access work documents and emails from wherever they are.
By employing strong efficiency practices when it comes to email, as well as investing in a solid, up-to-date infrastructure system, you’ll marvel at the way your company’s productivity is boosted as a result.