Top 6 Email Organization Mistakes to Avoid

Top 6 Email Organization Mistakes to Avoid

Each day, the average office worker receives 121 emails in their inbox. This means that when you send a professional email, your email is competing with an average of 120 others each day for the attention of your recipient. To win this attention and earn trust in you and the contents of your message, it is imperative that your message is mistake-free and stands out as a well-written professional email.

Stop Sending So Many Emails

Sometimes handling a situation in person or on the phone is far preferable to utilising email. You can avoid drowning with email answers if you learn to spot these scenarios. In general, email is useful for sending well-written communications that only need a quick confirmation. It is far less appropriate for lengthy group discussions in which several individuals express their ideas to one another.

Start Reading Your Emails Regularly

We know that reading business-related emails before or after work is the last thing you want to do. Still, it is necessary to develop into a proficient email organizer. Depending on how many emails you get daily, your inbox can only take a few days or even a few hours to fill up with brand-new, unopened messages. Regular email reading helps to guarantee that things don’t get out of control.

Nowadays, there is no justification for not possessing a smartphone. Whatever email provider you use, there is a method to make it compatible with all popular mobile operating systems. It is much easier to read fresh emails throughout the day when you have access to your email on your phone, which may significantly shorten the duration of your scheduled email-reading sessions, the significance of which we discussed in the previous chapter.

Start Checking Your Emails Throughout the Day

There is no justification nowadays for not having a smartphone. There is a technique to make any email service operate on the majority of mobile operating systems, regardless of the provider you use. Having access to your email on your phone makes it simple to read new emails as they arrive during the day, which can significantly shorten the duration of your scheduled email-reading sessions, the significance of which we discussed in the last chapter.

Start Using an Email Client

The best thing about web-based email services is that you can easily access them from any location, even if you’re not near your own computer. However, even the greatest web-based user interface is different from the functionality and ease of use of specialized email applications like Outlook or Mailbird. Email clients are more responsive, can show messages from several email providers in a single window, allow keyboard shortcuts, have robust spell-checking features, and are accessible on all platforms and devices.

As two of the most widely used email clients for Windows, Outlook, and Mailbird have already been mentioned. Other choices include Postbox, a desktop email client and feed reader for Windows and macOS created and sold by Postbox, Inc., Mozilla Thunderbird, a free and open-source cross-platform email client created by the Mozilla Foundation, and Airmail, an email client for iPhone and macOS developed by Italian company Bloop SRL.

Stop Subscribing to Newsletters

Email newsletters are a favorite among websites and businesses because they make it easy for them to increase sales and retain user engagement. While some newsletters are undoubtedly important, the majority are eventually disregarded. Since you can always unsubscribe later, you might think that signing up for a newsletter isn’t a big deal, but practical experience has taught us that things often get out of hand much sooner than they appear to. As a general rule, you should stop subscribing to all newsletters and utilize other communication channels, such as social media networks or RSS, to get information from websites and businesses.

Start Using Multiple Mailboxes

When you can have many mailboxes and utilize a separate one for each task you perform, why use just one for everything? One inbox for business emails and one mailbox for personal emails are good places to start. Some people prefer to go further and use Gmail for web services and online shopping. In contrast, ProtonMail, a privacy-focused email service, is used for potentially sensitive personal correspondence. Having improved security is another benefit of this strategy. Separating different tasks to some extent reduces the effect of an email leak and limits the amount of information that unscrupulous hackers may use.

We can be certain that 45 percent of the emails sent are spam. We also know that 14.5 billion spam emails are sent daily, many of which include advertisements. Spam emails decrease productivity, and that is an understatement.

But is there ever a method to combat the spam assault without losing? Yes, email management exists. Briefly said, email management is a branch of communications management that deals with handling large amounts of incoming emails. Because of this, it’s crucial to be aware of email management tips and tricks as well as common blunders to avoid.