As a virtual assistant developing an easy email process was necessary for me to develop for my clients and myself. I have been using this process for a couple of years. I has helped me save time and potentially money for clients. I am writing this post for the average joe that needs help getting control of their e-mail. However, this system can easily convert over to help VA’s help their clients
My process was developed for Gmail but with a little tweaking it can be used for any e-mail platform. Gmail has so many great perks they make it easy to organize.
Easy e-mail process
So the first thing I do is create 5 basic folders. Everyone’s needs are a little different but these folders are the basics I always start with.
- ASAP – Reply needed. This folder is one you will have anything that needs a response from you immediately. You will spend most of your time in this folder.
- TO DO In this fold will be need attention but not necessarily a response. Maybe you need to update an email in your contacts. So it is not urgent but it needs attention.
- FYI – No reply needed A good example of what goes into this folder might be flight and hotel confirmations. You need it but it also is not urgent.
- Receipts This is an important one to have for tax time. If you are a business owner you will have receipts available when you need them. You could even put subfolders for quarterly tax. Remember are the end of the year to start a new folder for the new year.
- Newsletters/Marketing We all seem to have a newsletter or two from your favorite blogger or a competitor you want to see what they are doing.
After creating the folders you are going to go thru your list and just take a quick look at each email and determine which folder applies and place it in that folder or delete it. I do this twice a day only. That’s right you heard me right 2 times a day. Once in the morning and once before the end of the day. This takes me only about 10 minutes total.
The only other time I am in my email is the 30 minutes I have blocked to handle my ASAP and TO DO folders.
When I have a little leisure time at night I will look at my Newsletter/Marketing folder. I rarely look at during work hours.
Other tips for the email process
Google has some convenient features you can activate to make going thru your email a little quicker. For example, they have a feature to open up the next email after process one. Basically, once you have filed, archived or deleted an email the next one opens. It might seem silly that I love this feature but it keeps me focused on finishing up my inbox so I can move onto something else. You can look around the “Labs” tab in your Gmail settings to find other helpful features.
This Zapier article has other tips and tricks for Gmail.
In conclusion, I find if the process as easy as possible I for one tend you use them and two are more efficient. I hope this easy email process to reach rare inbox zero has helped you.
If email management is not your cup of tea, is too time consuming, or is just something you HATE check out my services here.
Thanks for stopping by.