{"id":14930,"date":"2019-11-06T09:00:00","date_gmt":"2019-11-06T08:00:00","guid":{"rendered":"https:\/\/www.names.co.uk\/blog\/?p=14930"},"modified":"2019-11-11T15:01:22","modified_gmt":"2019-11-11T14:01:22","slug":"business-email-management-5-tips-to-help-you-get-a-grip-on-your-inbox","status":"publish","type":"post","link":"https:\/\/www.names.co.uk\/blog\/business-email-management-5-tips-to-help-you-get-a-grip-on-your-inbox\/","title":{"rendered":"Business email management &#8211; 6 tips to help you get a grip on your inbox"},"content":{"rendered":"\n<p>Most of us know the feeling of a full inbox, with emails constantly being sent and received. The time taken to read and respond to your inbox can be lengthy, causing other important activities to suffer. However, getting a grip on your business email inbox with these five useful tips allows you to make the most of email as the useful communication tool that it is, without your other tasks taking a back seat.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Check Your Inbox Regularly<\/h2>\n\n\n\n<p>Regularly\nchecking your emails throughout the day is an effective way of keeping your\ninbox manageable. However, constantly checking your emails can interrupt your\nworkflow and become a distraction. Therefore, it&#8217;s best to check your inbox at\nset points throughout the day. You can use software which allows you to only\nreceive messages at certain points of the day, or alternatively, you can turn\noff any audible or visual alerts. <\/p>\n\n\n\n<p>Make your\ncolleagues aware that you will only be checking your inbox at certain times and\nadvise them to contact you via instant message if it&#8217;s urgent. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Use the Two-Minute Rule<\/h2>\n\n\n\n<p>The\nTwo-Minute Rule is a concept from Getting Things Done author David Allen. If an\nemail will take less than two minutes to read and respond to, then deal with it\nimmediately. The idea behind this rule is centred on the assumption that if it\ntakes two minutes or less to read and respond, this will ultimately be quicker\nthan reading the email, storing it away and coming back to it at a later date. <\/p>\n\n\n\n<p>For emails which will take longer, schedule a time on your calendar, or to-do list and highlight or star messages which a response, so you remember to come back to them.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Organise your business email inbox<\/h2>\n\n\n\n<p>It may\nsound obvious, but one of the most beneficial elements of actively managing\nyour business email account is organising your inbox. To achieve this, you\ncould create folders such as \u2018Archives\u2019, \u2018For reference\u2019 and \u2018Action Items\u2019.\nAlternatively, you may choose to create a separate folder for each project you\nare working on, or for each of your clients. This approach also makes locating\nemails easier, saving you having to look through your entire inbox. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Use \u2018Rules\u2019 to filter messages<\/h2>\n\n\n\n<p>Once you\nhave created your folder system, the next step is to ensure that your incoming\nmessages are automatically sorted. To achieve this, a number of business email\nclients including Gmail and Outlook allow you to create \u2018Rules\u2019 which sort\nemails into specific folders as soon as they come in. This removes the need for\nyou to manually file your emails, saving time and giving you a manageable\ninbox.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Talk to Colleagues<\/h2>\n\n\n\n<p>Another way of limiting the volume of emails you receive is simply to ask your colleagues to send you less, particularly if they regularly send you lengthy messages. Ask that they give you a call, or meet in person to discuss anything which would be longer than a paragraph in email format and explain that this would be a more efficient use of time for both of you.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Get rid of any generic email addresses<\/h2>\n\n\n\n<p>If you&#8217;re a business and after reading these tips you&#8217;ve discovered you&#8217;re still using a generic email address like Gmail or Yahoo, it might be time to consider switching it up for a professional email address to match your business name. It really doesn&#8217;t cost an arm and a leg and can do wonders for your business presence. <\/p>\n\n\n\n<p><a href=\"https:\/\/www.names.co.uk\/email-hosting\">Get your own professional email here<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Most of us know the feeling of a full inbox, with emails constantly being sent and received. The time taken to read and respond to your inbox can be lengthy,&#8230; <a class=\"more-link\" href=\"https:\/\/www.names.co.uk\/blog\/business-email-management-5-tips-to-help-you-get-a-grip-on-your-inbox\/\">Read more &rarr;<\/a><\/p>\n","protected":false},"author":17,"featured_media":14931,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[9],"tags":[],"class_list":["post-14930","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-email"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Business email management - 6 tips to help you get a grip on your inbox - names.co.uk blog<\/title>\n<meta name=\"description\" content=\"Business email management can seem like an easy task, but when things get hectic a full inbox can become a problem, here&#039;s how to best manage your inbox.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.names.co.uk\/blog\/business-email-management-5-tips-to-help-you-get-a-grip-on-your-inbox\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Business email management - 6 tips to help you get a grip on your inbox - names.co.uk blog\" \/>\n<meta property=\"og:description\" content=\"Business email management can seem like an easy task, but when things get hectic a full inbox can become a problem, here&#039;s how to best manage your inbox.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.names.co.uk\/blog\/business-email-management-5-tips-to-help-you-get-a-grip-on-your-inbox\/\" \/>\n<meta property=\"og:site_name\" content=\"names.co.uk blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/namesco\/\" \/>\n<meta property=\"article:published_time\" content=\"2019-11-06T08:00:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2019-11-11T14:01:22+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.names.co.uk\/blog\/wp-content\/uploads\/2019\/10\/Working-effectively.png\" \/>\n\t<meta property=\"og:image:width\" content=\"945\" \/>\n\t<meta property=\"og:image:height\" content=\"425\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Nathan\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@Namesco\" \/>\n<meta name=\"twitter:site\" content=\"@Namesco\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Nathan\" \/>\n\t<meta name=\"twitter:label2\" content=\"Estimated reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"3 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.names.co.uk\/blog\/business-email-management-5-tips-to-help-you-get-a-grip-on-your-inbox\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.names.co.uk\/blog\/business-email-management-5-tips-to-help-you-get-a-grip-on-your-inbox\/\"},\"author\":{\"name\":\"Nathan\",\"@id\":\"https:\/\/www.names.co.uk\/blog\/#\/schema\/person\/c4a24823b87b0d365a83bb36d095d471\"},\"headline\":\"Business email management &#8211; 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