6. File into Categories

Folders, or labels for the Gmail user, can be a great way to organize your mailbox. Use a relevant name system that works for you and sort them into a hierarchical structure.  Remember just because you have folders and subfolders you don’t have to keep everything, don’t be afraid to delete messages you won’t ever need to look at again.

Prioritize, group, sort and file messages, this will make it easier to locate a specific email in the future. Create parent categories for broad subjects and then use subcategories related to more specific topics like a client or a work colleague’s correspondence.

Make sure you use obvious email subjects and put keywords in emails so they will be easy to relocate at a later date. Get help writing the best email subjects with UK Top Writers and Via Writing.

7. Be Ruthless in unsubscribing

We’ve all been guilty of signing up to newsletters in the hope of getting a discount code but these impulsive sign-ups can quickly clog up an inbox. If you find yourself repeatedly deleting this type of mail from your inbox it means you should probably unsubscribe immediately.

To quicken the unsubscribing process search your inbox for the term “Unsubscribe” and determine whose emails you continue to want and those you find useless.

8. Send Fewer Emails

It may sound simple but a golden rule of email management is if you send less you receive less. The fewer people you send the email to the less response you’re likely to get, so when you go to send that email, think about who really needs to see this information.

If you want to send an email but do not really want a response use declarations not open-ended questions. Questions will generate more emails, which will require you to give more attention to your inbox.

9. Take It Offline

Email can be as destructive as it can be productive. Sometimes nuanced and often sensitive subjects can create inbox arguments. Words can easily be misconstrued and tone mistaken and the outcome can be combustible. If you find yourself in an antagonistic discussion stop, take it offline. Pick up a phone or have a face-to-face interaction, it is likely to douse the flames before they become too heated. An aggressive chain email will not help any situation and will seriously damage work productivity.

Only write an email if it’s necessary and avoid using anything personal that could initiate conflict. If you are concerned your emails could be misunderstood use a writing service like Revieweal.

10. Use Autoreply

The out of office message can have lots of alternative uses. Set it up to inform people you are minimalizing your email time, but put an emergency number or your assistant’s contact details for the sender to refer to. If you are receiving a high level of emails about one subject, maybe the time of a meeting or a certain piece of data, if it’s not highly confidential add this to an out of office message.

Like any regimes, there are no overnight results but the most critical step is sticking it for the long run. The keys tips to remember is not to let your inbox control you and to regular housekeeping to avoid being overwhelmed.  At first, you may struggle but following these steps will, in the long run, simplify your life.

Rachel Summers is a social media manager with seven years’ experience in the industry, working for big and small companies, including Best British Essays. Rachel, in their free time, advises small and start-up businesses on their social media campaigns.