Email, like any form of communication, is a personal thing. How you check, manage, and send everything from one-liners to electronic missives is often a mix of preference and habit.
That being said, there are a few cut-and-dry rules that we should all be following to make the most of our email communication, our productivity, and our time. Read on for three common inbox mistakes, how they’re hurting you at work, and how to make the change to better email management.
Mistake #1: Leaving Emails in Your Inbox
I’ll start with the most controversial one: leaving all of your emails in your inbox. I know you think it’s all the same whether you leave emails in your inbox after you’ve dealt with them or not, but your brain begs to differ. A 2011 study out of Princeton’s Neuroscience Institute determined that “when your environment is cluttered, the chaos restricts your ability to focus.” This is true of your virtual environment, too; the more emails you can see—even ones that don’t matter anymore—the more time your brain will spend subconsciously thinking about them.
The research suggests that reducing inbox clutter will make you less distracted, more productive, and better able to process information. If that’s not a good reason to shelve those 6,127 old emails in your inbox, I don’t know what is.
How to Make the Change
Start using your inbox for new mail only. If you’re done with an email, it should be archived, filed, or deleted (see below for which to use when). You can always search for any email you need later.
Mistake #2: Deleting When You Should Be Archiving or Filing (and Vice Versa)
So now that you’re using your inbox for new mail only (hurrah!), the question is: What should you be doing with all the email you’re done with?
The options are a) delete or b) file in the relevant folder (or archive, for Gmail users). Many people make the mistake of veering too far on the extremes: either deleting all messages or keeping all of them. The truth is, a healthy balance is the best solution. Hoarding emails you won’t need contributes toward the storage quota on your email account and makes it harder to find the emails you did want to keep when you search for them. And over-deleting? You might end up like my friend who deleted a flight confirmation email and almost missed his flight.
How to Make the Change
When you’re done with an email, take two seconds to think about if you might want to have access to it again in the future. If no: Time to delete. If yes: Archive or file away!
Mistake #3: Using Your Inbox as a To-Do List
For people who don’t love to-do lists, an easy solution (or so they think) is to use their inbox as one. Now, when it comes to standard email-related tasks like “Reply to Jerry’s email about meeting times,” I think those people are dead on. Those tasks shouldn’t be on a to-do list at all, they should just be answered as part of the normal course of business.
But for true tasks, such as “Create proposal for new client” or “Pay office rent,” I strongly recommend finding a to-do list system that works for you, and sticking to it. Why? Because if you want to get the most important tasks done each day, you need to be able to prioritize and focus your to-do list. Using your inbox as a to-do list puts your time in other people’s hands. With each new email comes a new to-do, whether your like it or not. But having to consciously add a task to your to-do list is a chance to determine if you should really be doing that right now, instead of other work.
Go through your inbox, and pull out any actionable to-dos. If that was the only thing making that email inbox-worthy, archive, file, or delete the email now. And OK, if you truly insist on using your inbox as a to-do list, try these solutions that can help turn emails into to-dos and get them out of your inbox.
An essential tool for communication, the business email inbox is often overlooked in the hustle of daily operations. Yet, it holds a pivotal role in shaping the day’s productivity and ensuring smooth workflow.
The importance of managing work email effectively
In today’s fast-paced business world, keeping abreast with your email communication early in the day radically increases productivity. It helps to prioritize tasks according to the urgency of emails, avoids last-minute rushes, and fosters a sense of control. Regular email checking enables timely responses to clients, partners, or team concerns, thus aiding solid relationships, streamlined operations and engendering a proactive work culture. Efficient email monitoring ensures nothing important slips through the cracks.
Source: www.investopedia.com
Benefits of Checking Your Business Email Every Morning
As a business professional, regularly checking business emails is an imperative task, especially when done in the morning. This habit enhances business processes in several vital ways.
Increased productivity and efficiency
By checking emails every morning, a business executive sets the day’s rhythm. It permits prioritization, and responses to essential issues affecting the business. This improves productivity as it helps plan the day’s activities, ensuring an affirmation of appointments, addressing urgent tasks, and eliminating potential disruptions.
Improved communication and collaboration
Checking emails in the morning also enhances communication and collaboration within the business environment. Early responses to mails engender an organized communication flow, fostering team collaboration as team members receive immediate feedback on their queries, requests, or tasks. This boosts morale and fosters a highly productive and collaborative workforce.
In essence, checking business emails every morning is not only beneficial for individual productivity but also manifests in successful teamwork and the overall efficiency of the organization.
Source: emailmate-bc85.kxcdn.com
Strategies for Effective Email Management
In the corporate realm, time management often becomes an elusive element. Among the numerous time-consuming tasks, managing emails can seem somewhat daunting, but its importance cannot be overstated.
Setting specific times to check email
Productivity can take a hit when a business professional is constantly checking emails. Adopting a strategy of checking emails at specific scheduled times, such as first thing in the morning, helps with efficient utilization of the day.
Avoiding reactive responses
Checking emails in the morning prevents hasty and reactive responses, providing the opportunity for thoughtful, planned communication, enhancing professionalism and effectiveness.
Establishing email etiquette and expectations
Proactive management of emails sets an example for the entire team. Establishing expectations about email etiquette and time frames for responses can cultivate a more productive email culture in an organization.
Source: onlinewritingtraining.com.au
The Impact of Checking Business Email in the Morning
In the fast-paced business environment, it is crucial to maintain prompt and efficient communication. One routine that could enhance this practice and ensure better management includes checking business emails every morning.
Setting a positive tone for the day
Starting the day by checking business emails could help set a healthy tone for the entire day. This act ensures the entrepreneur or business professional is well-informed about any updates or changes, enabling them to align their work accordingly and remain productive. It also minimizes surprises during the day.
Addressing time-sensitive matters promptly
The act of checking business emails in the morning also offers an opportunity to address time-sensitive matters promptly. Any issues requiring immediate attention can be tackled initially, preventing potential problems or delays. Avoiding prompt responses could escalate simple issues into complex challenges, damaging business relationships and impacting the bottom line. Hence, voicing the concerns early enables proactive troubleshooting and efficient issue resolution.
Source: cdn.shopify.com
Conclusion
Ensuring the smooth operation of a business revolves around many conscious choices made to optimize productivity and well-being. One such important decision is regularly reviewing business emails each morning.
Making conscious choices to optimize productivity and well-being
Checking business emails first thing in the morning facilitates a jump start on the day’s responsibilities. It helps prioritize tasks, eliminating the risk of overlooking pressing matters. Moreover, attending to time-sensitive issues early promotes efficient scheduling, reduces stress, and ultimately leads to increased productivity. Also, mitigating the possibility of prolonged customer or partner response times assists in preserving professionalism and satisfaction.
This disciplined approach towards handling email correspondence undoubtedly contributes to overall business efficiency and growth.
From copywriting, automation, and campaign planning, Sweetpea Works can help you with your email needs. Check out our Email Marketing Services HERE.
In today’s digital age, Google has become an integral part of our daily lives. With millions of searches conducted every day, it’s safe to say that people rely on Google as their go-to search engine for information, products, and services. As a business owner, it’s essential to recognize the significance of having a Google Business Profile and how it can shape the perception of your brand.
Take control of your first impression:
In the vast digital landscape, your first impression matters more than ever. By harnessing the power of a Google Business Profile, you hold the key to shaping how potential customers perceive your business. It allows you to showcase vital information such as your address, contact details, operating hours, and website, enabling you to make a strong and positive initial impact. Stand out from the competition and let customers know that you are ready and eager to serve them.
Effortlessly connect with your customers:
A Google Business Profile presents an unparalleled opportunity to connect effortlessly with your target audience. With just a few clicks, your customers can easily locate your establishment, give you a call, or visit your website. This seamless connection enhances their overall experience and makes it even more convenient for them to engage with your business. Don’t miss out on the chance to build valuable relationships and engage with your audience on a deeper level.
Showcase the essence of your offerings:
With a Google Business Profile, you have the perfect platform to showcase the essence of what your business has to offer. Share captivating photos of your products, display your enticing menu, or highlight the range of exceptional services you provide. By visually representing your offerings, you can entice potential customers and provide them with a glimpse of the exceptional quality, variety, and uniqueness that sets you apart from the rest.
Harness the power of reviews:
Reviews hold immense power in shaping the reputation of your business. By utilizing a Google Business Profile, you gain the ability to receive and showcase reviews from satisfied customers. These positive reviews not only serve as social proof but also cultivate trust among potential customers. By highlighting the exceptional experiences of your satisfied clientele, you can attract a wider audience and establish a strong sense of credibility within your industry.
Ready to leverage the power of a Google Business Profile?
If you’re ready to unlock the full potential of a Google Business Profile, Sweetpea Works is here to assist you every step of the way. Our dedicated team can help you create a compelling and impactful profile that will capture the attention of potential customers and drive your business towards success.
Please note: If you haven’t registered a domain name, you can register it with us and Sweetpea Works will be already to host your site. If your domain is register with another DNS (GoDaddy, BlueHost, etc.) you will need to follow the instruction below.
Using Non-Sweetpea Works DNS Servers
If you do not use our DNS servers, you will need to manually update the individual DNS records on the remote DNS server, and Sweetpea Works staff will not be able to make changes for you. Also, any changes to your Sweetpea Works server, such as adding subdomains or a change in IP address, will not be reflected in the remote DNS automatically as they would if you used our DNS. If you are uncomfortable doing this, we recommend you use our nameservers instead.
How to Point Your Domain to Sweetpea Works for Web Hosting
You will need to create or change some A records at your DNS server to accomplish this. In most cases you will need to create one entry for your domain without the www and another entry with the www, assuming you want your website to show up regardless of how visitors type your domain name.
The method for changing A records varies; so you will want to reference the specific instructions for your DNS server.
DNS Server DNS Display
Many DNS Servers will display these records in various fashions. Please see the examples below showing how the A records may appear.
Example One:
Name
TTL
Type
Address
@
14400
A
111.222.333.444
www
14400
A
111.222.333.444
Example Two:
Name
TTL
Type
Address
example.com.
14400
A
111.222.333.444
www.example.com.
14400
A
111.222.333.444
Example Three:
Name
TTL
Type
Address
example.com.
14400
A
111.222.333.444
www.example.com.
14400
CNAME
example.com.
And you may find still more slight variations. Don’t panic, though. The rule of thumb is to create your entries to look like the ones already there, and if the entry already exists, then edit it instead of adding a new one.
You may need to consult the documentation of your DNS server to know with certainty how the records should be formatted. Contact support for the company providing the DNS server if you are unsure how to proceed.
What to Change
IP address – Instead of using the IP address (111.222.333.444) used in the examples above, substitute the IP address of your site. Your site’s IP address can be found in the Account Information/Stats panel of cPanel, or you can contact Sweetpea Works to obtain it.
Domain Name – You should also substitute your actual domain where it currently says example.com.
Leave all other information the same (formatted according to the specifications of your DNS server).
How to Point Your Domain to Sweetpea Works for Email
You will need to create (or edit) an A record and an MX record to point your domain to Sweetpea Works for email.
The method for making changes to A records and MX records may vary, so you will want to reference the instructions for your DNS server.
Many servers represent the A and MX records like in the example listed below:
Name
TTL
Priority
Type
Address
example.com.
0
MX
mail.example.com.
mail.example.com.
14400
A
111.222.333.444
Note: Certain DNS servers will allow you to omit the period after the domain name. You may need to consult the documentation for your DNS server or contact your DNS server’s support if you are not certain how they are supposed to be formatted.
What to Change
IP address – Instead of using the IP address (111.222.333.444) used in the example above, enter the IP address of the server you want to process your email, which in this case will be the IP address of your HostGator site. Your site’s IP address can be found in the Account Information/Stats panel of cPanel, or you can contact Sweetpea Works to obtain it.
Domain name – You should also be sure to substitute your actual domain name where it currently says example.com.
Subdomain – You do not need to use mail.example.com as shown in the example above. You may actually use any subdomain you desire, which is useful if mail.example.com is currently in use for something else.
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