5 Tips for Inbox Organization and Improved Productivity

5 Tips for Inbox Organization and Improved Productivity

How cluttered is your email inbox? Do you spend minutes (or hours) every morning trying to make sense of what has come in and needs to be read? Or maybe, you look at your inbox and moan over the fact that you will spend a high percentage of your day going through your email. If this could be a description of you, you are not alone!

Many people dread looking at their inbox, as they know it will be cluttered with emails that are important, junk mail and maybe even friendly correspondence that don’t need an answer right away (or at all). This may mean spending hours going through your unread messages. However, if you have your inbox organized, you will find that you can have better control over how long you spend searching through your inbox.

For those who are looking for a better handle on their email, there are several tips you can use to keep your inbox organized and start getting it under control.

  1. 1. Putting Everything into a Category

One of the biggest reasons we get overloaded with email is that we have no categorization of what comes into our inbox.  Make folders for employers, co-workers, family, friends, and even promotional emails that you receive. This way, you know what folder you need to look at first, and what folders can wait when you have some downtime.

  1. 2. Learn the Art of Deleting

Too many times, our inboxes are crammed with messages that we haven’t looked at in forever. Instead, learn to delete! If you know that this is not something that you are going to need ever again, delete it. Too many times people hold onto everything in their inbox and this makes the process of going through your email that much harder.

The Five Weeks folder trick will also help you avoid keeping emails in your inbox for too long.

  1. 3. Respond Within 24 Hours

One of the best organizational tips to remember is that you need to respond within 24 hours to emails (but in certain cases delaying email delivery is the right decision). This way, you are marking it completed and out of the way and can go on with your day. Most people who have highly organized inboxes are going to reply immediately to emails that need their attention instead of letting them hang around their inbox for days on end. Plus, this can help to make you more productive when it comes to your email!

  1. 4. Subject Lines Should be Organized

Perhaps you are getting replies back to messages that you have sent; this can mean that you have several emails in your inbox that are replying back to you. When this is the case, the more distinctive and informational your subject line is, the more organized you can make your inbox. You don’t want to put a subject line as being simply named “Important”, as you never know when you may receive another email with this exact subject line. Instead, take the time to make these subject lines as clear as possible for easy access.

  1. 5. Take Time to Organize Everyday

While all these tips are great, you will find that it is going to take some time every day to organize your inbox. Taking ten minutes to do this in the morning can save you hours of searching through your inbox for what you need. Too many times, people organize once and think they are done. This is not the case, as keeping your inbox completely organized is an ongoing task that is going to require some time and effort. However, it is time and effort that will be rewarded when you can easily find the email that you need during the day.

For those who are looking to make their email inbox even more organized, they will find that Knowmail is one of those tools out there that can help you do just that. This program uses artificial intelligence as a way to inform you of urgent or important emails that need your attention right away. With this solution, you can make it easier to answer emails in a timely manner and see what is incoming that may need your attention right away.

Too many people spend hours each time combing through their inbox. This is time that could be better spent in other areas of your life, so be sure that you are keeping your inbox organized!

Eran Abramson
Eran Abramson

Eran Abramson has vast background in entrepreneurship, marketing, and content and is an editorial contributor at Knowmail, while also contributing tech and industry related coverage at ReadWrite. VentureBeat, LifeHack, and more.

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