Monday, May 23

Five tips to make your email routine more productive | Digital Trends Spanish

Email is an undoubtedly useful communication tool, but when used incorrectly, it can become a constant stress-inducer that consumes time and attention, that is, more of a burden than something beneficial. If you feel intimidated by your inbox every day, check out this list of professional techniques, which can help you transform emails in the productivity tool that they are supposed to be.

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Set up (and spread) your free hours

To prevent email from infiltrating your non-business hours, it’s a good idea to set up hours off. However, it is not enough to make a mental commitment not to review the emails At certain times of the day, or even turn on the do not disturb setting to block notifications (which is a good idea), you should also set up an automatic reply that kicks in after your business hours. This helps you manage expectations and set boundaries with your coworkers, but without completely blocking communications if something urgent comes up.

If you’re used to checking email at all hours of the day, it can be a bit disconcerting to set this measure at the beginning. However, over time, you will find that checking emails at specific times will encourage you to be more focused when you are free of them.

Take control of your email cadence

In addition to not checking your email in your free hours, it is also not ideal to constantly check your inbox during the day. Email should not be used as a real-time chat application; that’s what they are for Slack and Microsoft Teams. As such, if it is not crucial for you to receive emails, you can adjust your inbox settings so that new messages only arrive at predetermined times.

These days, most email platforms allow you to customize how often you receive new messages, which can do wonders for your productivity. In addition to making these less of a distraction, strategically setting your cadence allows you to more effectively block out the parts of your schedule that you spend checking emails.

Check how the cadence of emails is controlled in Outlook Y Mail for Mac.

Aggressively unsubscribe from the lists

The emails Unwanted and irrelevant mailing lists are annoying, but if your method of dealing with them is simply hitting the delete button, you’re not doing yourself a favor. Rather than simply deleting these messages, it’s worth taking a few more seconds to unsubscribe from the mailing list entirely. It takes a bit longer, but those extra clicks will be offset in the future, so you avoid deleting an increasing number of spam emails clogging your inbox.

Some modern email platforms make this process easy by automatically detecting mailing list messages and offering an easy-to-find button to unsubscribe. However, even if the platform you use does not have this feature, it is worth scrolling to the bottom of the message and manually looking for a link to stop the subscription. If all else fails and there is no link for that, you can send a short reply email to the sender requesting that they remove you from their list.

Use autocomplete options

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Autocomplete suggestions (like Smart Compose Gmail) are possibly one of the best features that have been added to email software in recent memory. It basically predicts common words and sentences that you tend to use, and then they appear as suggestions that you can enter with a single keystroke. Good systems learn your writing style the more you use them, and they can become eerily accurate over time.

To be honest, autocomplete suggestions are likely to save you just a few minutes per week, but they can reduce the mental effort required to compose an email, especially if you’re struggling to find the right way to say something. Suggestions can also serve as a helpful reminder to keep messages short and simple.

Learn when to skip email and make a phone call

One of the best skills you can cultivate with emails is recognizing when they are the ideal communication method for a given situation. In many cases, email is preferable because it is asynchronous, plus it allows for more considerate responses and leaves a paper trail, making it ideal for certain types of messages.

On the other hand, for less formal conversations, email may not be the best way to communicate. In case it is not necessary to record your communication, it is faster and more efficient to send a short message through Slack or even make a phone call. Sometimes it’s frowned upon to call people in certain work situations, but when used strategically, the benefits – such as the added speed, clarity, and the ability to use tone and inflection to convey information correctly. outweigh the costs.

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