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How To Manage Email Effectively

A year ago, I was really in the amount of time that was frustrated to control expenditure and sending emails. I spent an average of three hours per day processing e-mails and now I have the process in the same volume of emails in 30 minutes per day. I did it with the help of two of the gurus of the most popular time management, and want to share the lessons they taught me.

Empty your inbox every day

Each day, after 30 minutes, my inbox is an average of 75 emails to zero. What if I am the routine:

First, I read all my e-mail and delete all spam messages.
When I think that you can also delete “FYI” e-mails. For example, if someone told me that a project is finished, I replied saying, “Great!” It’s a waste of time. The least that emails they send fewer e-mails you receive.
At that time, I meet 50% of the emails that had originally. I then answer e-mails that I take less than a minute each to find an answer.
From this point, I meet 25% of e-mails they had originally. I send this to four different folders: “End of the Day”, “end of the week”, “End of Month” and “need it later.” I write on my list to do all the things to do today. I mean the process of “end of the week” every Friday and my folder of “late” folder every 30 of the need to “below” contains information or documents that need time for some of my projects.

All this will take me 30 minutes to 75 E-mail and usually end up with two or three things on my to-do list that day, but it’s something I keep taking this for subsequent days.


My deadline for the processing of email messages is 45 minutes. This leads me to prioritize well. If something is in the foreground, I can at the end of the week or at the end of the month. Group work and the batch is much more efficient to do, but how went my way.

Using words as possible

I think 95% of e-mails no more than two sets can be written. Go straight to the point. Sometimes I write my e-mail in the subject line blank and leave the body. This forces me to use as few words as possible.

Be sure to email once a day

Some people really need to check your mail all the time, but most of us do not. We like to do, I do not want to miss anything, but thanks to the use of emails every hour, you can not get real work. His work as an entrepreneur, is to move all the time that the execution of the above tasks generate revenue for your business. E-mail, in most cases, none of them.

No alerts

You do not want to be informed to tell them to distraction, you will receive via email.

Do not download your email automatically

I prefer desktop applications, rather than e-mail on the Web as Gmail or Hotmail, because I can choose when new e-mail. I use Mozilla Thunderbird, and every time I need an e-mail I sent or I have new email messages are not downloaded automatically check. This way I can my new email, when I want.

Even with a desktop application that you can send an e-mail without checking your inbox. I even create a keyboard shortcut that will send a new email without having to go only to my email client. Just create a shortcut to “mailto:” and then click at a time, e-mail application by default to open a new message window.

With CC and BCC to your advantageIn my business, when a client asks me to do something I could with the words “Of course, we’ll take care of it, then email my staff and ask not to answer. What I can do is to my employees instead of BCC in the e-mail I send to my clients. They know that if they get an e-mail and me, and let me know she cares if necessary.

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