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Learn How to Streamline Your Email and Stay Productive

As your business grows, you'll have to adapt to effectively manage heavier workloads and different needs. With an expanding business, or even with a regular office job, managing emails can be hard, especially when every email in your inbox contains a task that seems like a top priority.

But while email that piles up can often become overwhelming, the good news is there are many office support solutions to simplify this task and remove the stress. These solutions can help you stay focused, organized, and productive.

Why Organizational Skills Are Important for Small Business Owners and Workers

As a small business owner, or an employee working for a small business, having good organizational skills is vital. Without it, work piles up, paperwork gets lost in the shuffle, and valuable time is wasted trying to do everything at once. By investing in organizational efforts, you can:

  • Save valuable manpower to focus on important tasks.
  • Have financials in order.
  • Boost revenues.
  • Perform better customer service.
  • Create a more relaxed environment (organization reduces stress).
  • Enjoy higher levels of efficiency and productivity.

If you're worried about outsourcing rates, consider the losses associated with disorganization. If you outsource some daily repetitive tasks you can get your other priorities in check.

Take email for example. One study from 2016 found workers spent four hours a day on email. This is a task you can get some back office support for, leaving you more time to pursue your company's goals.

Habits from Super Productive and Successful People

Have you ever watched someone with seemingly limitless energy routinely exceed their goals? If so, you’ve probably wonder how in the world they accomplish all they do on a daily basis.

It's a simple strategy, really, one that boils down to good organization. Entrepreneur Neil Patel shared some secrets “super organized” entrepreneurs use to get their work done, which we’ve simplified here:

  • Reviewing goals daily to allow yourself to “weave” through chaos and zero in on your priorities.
  • Limiting major tasks each day, have a game plan on where to focus.
  • Delegating non-enjoyable or time-consuming tasks.

Put yourself into the mindset of “producing rather than working.” To accomplish this, you'll need consistent organization and dedication to the time frame you've given yourself for each task or project.

While getting organized takes hard work, it is one habit that leads to success. Master it, and you'll reap the rewards.

Managing Emails: How to Stay Ahead of the Game

Once you've sold yourself on the value of organization, it's time to get down to the smaller details that will help you to accomplish your new strategy.

Email is one task where people fall into the abyss and get lost in their correspondences. Sifting through email is a huge distracter that constantly interrupts productivity. If you want to manage your emails effectively, reduce e-clutter, and overcome email overload, try adopting these strategies to help you plow through this important task.

  • Set up email filters. Prioritize types of messages as high priority, low priority, and delete. Use the filters to route emails to the proper folders.
  • Schedule email time. By constantly checking your inbox, it's hard to get anything accomplished. Designate a couple of times of day to check your prioritized folders and stick to this routine.
  • Don't be tempted to answer all emails at once. Again, organization is key. Respond to the high priorities or ones that will take a minute or two, and schedule a later time to answer the rest.
  • Be concise. Get to the point quickly and use clear language. You'll also want to learn how to write the perfect email response.
  • Make it easy for others. Add bullet points to highlight important information.
  • Be proactive, not reactive. If you can't give a thoughtful answer, wait until later.

Once you become skilled at responding, sifting through emails goes much more quickly.

How to Delegate Email Support

While following key tips to manage emails, sometimes it's still unmanageable. This is often especially true for small or medium staffed firms with not enough hours in the day to complete all the vital tasks simultaneously needing attention. Investing in business outsourcing and delegating email support can go a long way towards easing stress and giving you more hours to focus on core competencies.

By training someone to handle your phone and/or email support, you'll be able to better manage your time and prioritize your day efficiently.Remember, email is a tool you want to be in control of, not let it control you.

Generally, in a small business setting, people must wear many hats for the necessary work to be done. This often means doing a juggling act, and it's probable some pins may be dropped in the process.

You don't want this to happen. If your staffing can't meet your business needs, now might be a good time to think about making some changes, such as outsourcing email support. Don't struggle, look to outsource tasks.

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