To be very honest, I manage half a dozen email accounts. Yes, you heard right it is exactly six in number. I check them every day, reply to all of them and try to keep the response time less than one day in average.
Despite that fact, it never seemed overwhelming and not time-consuming either. I feel like I’m using one email and saving a great deal of time. How? Scroll further into the post.
But before I roll in, let me solve the following query that is likely tweaking your mind:
Why use multiple email accounts, why not one?
In the general sense, a single email is easier to maintain and less time-consuming, right? But my opinion is different highlighting the online marketers or business persons. Multiple emails can increase their productivity.
Take a marketer for example, he typically needs to associate his email for (1) personal use, (2) business use, (3) financial use and (4) social media use.
Using separate emails for each of these tasks, he can make priority-wise email usage. That means, he can check only the email that means to be necessary to him right now, then another and yet another.
To make it easier to understand, here is an estimated frequency of checking different types of email:
- Personal emails – need to check in 1-2 days
- Business emails – need to check every day
- Financial emails – need to check every day
- Social media emails – need not to check regularly, maybe once in 1-2 weeks
If someone associates one single email to all these task, his inbox will look like a mess. There will be many emails that you may not want to see all the time, and many you need not frequently check, particularly the social media emails that will come in an enormous number.
So using different accounts for different tasks, one can make sure what to check when and compose a routine for it that can save him a lot of time.
Except that, another important reason is security. Using one single email for all tasks is risky. If your account somehow gets lost or hacked, it will cost you severely in all those tasks. But using multiple emails, you won’t lose all at a single hack.
Therefore, I support using multiple emails accounts. Concerning the time management, I think it should be a problem literally because there are some good practices that will never make you feel you are using multiple accounts.
How is that? Let me get straight to it.
13 ways to manage emails more efficiently
1. Select your master email account
To ultimately save time, the first thing you can do is that choose a master email where you want to log in daily and do the major stuff, and to where you can forward your other email accounts (you will see that in the next point).
Preferably the email service should be Yahoo (I use it) or Gmail, or something other than your self-hosted email. Because most of the self-hosted email clients look like 90s and lack many features compared to Yahoo or Gmail.
Don’t worry, you will still be able to send/receive emails in your hosted address staying put at third party clients like those two I mentioned (more explained in the next point).
2. Add other emails to the master account
To avail the opportunity of sending/receiving other accounts’ emails as of them in your master account (that means no more logging in to other accounts), you can add all your emails to the master account.
You will find this option right in your email settings, and here are the guides how you can achieve that:
Once you have successfully added the accounts, emails that you will receive will be automatically synced, and you can reply as them from the master account.
Here is how I can switch between my emails in Yahoo for sending as them without logging into the accounts separately:
3. Make a routine when to read and when to reply
What usually happens in our case is that our emails manage us and result in setting up our routine. That’s is one of the big obstacles in our way to being more productive.
If you don’t want to be a victim of your emails, make a routine when you will read and when you will reply (preferably no more than 1-2 times a day). Don’t compromise the routine for checking emails unless it is of grave importance.
4. Don’t wait, reply emails having short incentives when you read them for the first time
Sometimes you will receive emails that have short requests and can be replied in less than a minute. Leaving it up for later means you have to open it up again, and that means consuming some more time.
You can save that effort by replying to these types of emails on your first read. That means when you see an email that has a short incentive and can be answered instantly, just go do it.
5. Stop instant email notification
Instant notification is good, right? I mean it will keep you notified when new emails come. But if you are concerned about productivity, it will turn into a significant barrier.
Notifications create curiosity, pressure on the mind what will leave you up to check the emails breaking your routine. So you should stop those notifications unless it is very important.
6. Be short, sweet and straight in your words
It will cost you a lot more time and effort if you go broad when writing and replying emails. You literally don’t have to do that.
Just be concise and straightforward to your words, and try to explain yourself without circuiting the lines. It will beautifully work and save you some more time.
7. Organize emails using folders, stars and labels
Organizing is one of the essential elements that wouldn’t make emails look like a burden on your head. You should practice organizing your emails, and your loads can potentially get reduced.
In email clients like Yahoo, Gmail etc. there are folders, stars and labels what you can use to organize your email and use them more elegantly.
8. Use a signature text to save time
Most of the people write his name under every email and if necessarily, his title, phone, company and other contact info.
Without every time writing the same, you can add it to your email signature that will automatically append to your emails.
9. Make your quick reply templates
If you have associated your email address in any occasion, event or product, many people will come asking the same question to you.
Without writing the same answer for times, you can write it as a text document and save for later. So whenever this type of email comes, you can copy the text and paste it in your email.
10. Leverage email smart views
In Yahoo mail, there is an excellent feature named Smart Views. Using it, you can choose which type of email you only want to see right now.
For example, if I only want to see emails from people or finance and filter out others, I can simply click on the labels. Here is the smart views menu look like:
11. Don’t think twice to unsubscribe, if something no longer interests you
Email marketing is now everywhere, and you can see that in most of the websites. I use to subscribe to a lot of programs, and I am quite sure you too.
But after time passes, not all of them can keep up their quality or you can lose your interest in them. So if you realize something no longer interests you and you are constantly deleting those emails, you should get a permanent relief by unsubscribing them.
12. Get an email management software
Software are created to make our life easier. So why not one for email management? There are many clients you can use for healthy email management. Here are some good ones:
The most widespread software for managing email, particularly in business sphere is Microsoft Outlook. You can take this software for more flexibility and advanced email organizing.
13. If nothing works, hire a manager
If you are doing exceptionally well as an online person, there will be a time when you will see hundreds of emails coming to you that will take you hours after hours to respond. I bet you will never want to do that.
In that situation, there is no alternative to hiring an email manager to defend the overloads of the email. You can easily hire your matched email manager from freelance sites like Upwork, Freelancer.
Using separate emails for separate tasks can benefit you in many ways. Time management for them won’t be a concern if you follow some of the good practices as I tried to suggest in this post.
So how do you manage your email accounts and what is the number of emails you are currently using? Let’s take the discussion further.
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