How to manage your inbox when you’re too busy to breathe
You’ve got three client calls, a social media strategy to plan, two blogs you know will boost your website’s SEO but have been putting off writing for weeks… and countless emails in your inbox. How can you get all of that done in a day — and have time to eat, shower, take the dog for a walk, and finish everything else on your to-do list?
If the feeling of overwhelm when another email pings in is familiar, you’re not alone. Freelancers and small business owners are masters at multitasking. But there comes a point when you just can’t take on any more.
Don’t panic. This blog is here to give you some pointers on email management so you can tackle your overflowing inbox, even when it feels insurmountable.
Set specific times to check your emails
Running your own business often involves filling multiple roles — one of which is head of communications. Whether you’re dealing with client requests, customer feedback, or discussions with your accountant, emails can appear in your inbox at any time.
As they pop up, dashing to check or reply can disrupt your workflow. With this in mind, it can be helpful to close your email tab and give yourself dedicated check-in times. You may wish to check your emails first thing in the morning, then again at midday, with a final check an hour before finishing work.
This will prevent non-urgent messages from interrupting your concentration so you can work through other tasks.
Set email auto-replies
If you’re worried about customers or clients wondering why you haven’t replied immediately, why not set an auto-reply? This lets them know you have set email check-ins and will respond when you can. It’s a great way to ensure your customers feel acknowledged while allowing yourself some breathing room.
Consider the ‘two-minute’ rule
If you’d prefer to check your emails frequently throughout the day, try the two-minute rule. Can you reply to the email sufficiently in two minutes? If you can, go ahead and enjoy a quick win! If not, add it to your to-do list so you can return to it with full focus once you’ve finished your other tasks.
Unsubscribe from unnecessary emails
Do you receive hundreds of email newsletters from a company you bought one item from three years ago and have never looked at again since? Unsubscribing from any emails that don’t benefit you can free up inbox space and mental capacity, so you only receive comms that bring you value.
Don’t have time to carry out an email cull?
Erin can spruce up your emails for you to ensure a clean inbox with no spam.
Use labels, folders, and filters
Most email management systems include the option to organise your inbox with various labels, folders, subfolders, and filters. These can be helpful when you need to find an email at a later date. By organising as you go — or seeking support from a virtual assistant who can go through your entire inbox — you can free up time for future you and find what you need efficiently.
Automate your emails
Sending out regular email newsletters can be an excellent form of marketing, but it can also take up precious time. By scheduling and automating your outbox, you can ensure your subscribers get consistent communication without disrupting your workflow.
Consider outsourcing
Whether you’re a solopreneur looking to streamline freelance operations or you head up a small team and feel overwhelmed by your inbox, email management services are available to relieve the pressure.
Outsourcing certain email tasks gives you the breathing room you need to grow your business successfully. With email support from a virtual assistant, you can choose the areas you need help with, whether it’s:
Tidying up your inbox (daily, weekly, once a month — whenever you need)
Replying to email enquiries
Setting up auto-replies
Unsubscribing you from unnecessary emails
Formatting and scheduling your email newsletters
Organising calls with clients via email and adding them to your calendar
Chasing up invoices
Grouping your email contacts
Get email support from an experienced virtual assistant
These are all areas that an experienced VA like Erin can help with.
So, if you’re finding yourself stressed about a never-ending full inbox, feel free to get in touch to have a chat and see how the Bizzybee team can help.
