Did you know that the average person receives over 100 emails per day? It’s likely that you even have multiple email accounts, for both your professional and personal life, increasing the number of emails you receive daily.
While many of these emails may be spam, plenty of them are relevant to you and need to be filed, responded to, forwarded, or flagged for follow-up. If you don’t properly organize your emails, they pile up, day after day, until you cannot manage your inbox.
To prevent this from happening, you should create a foolproof email organization strategy. Are you wondering how to do that? And whether you’re making email organization mistakes? We’re here to help. Read on for three mistakes you’re probably making and what you should do instead.
1. Not Creating Folders
Leaving emails to languish in your inbox is a recipe for disaster. Instead of leaving important emails in your inbox, create folders for them and file them once you have followed up or determined that no follow-up is required.
You can easily search your folders for anything you might be looking for, and if you have an organized list of folders, you should easily be able to access emails from days, months, or even years ago.
2. Keeping Everything
Just like paper mail can get thrown out, so can e-mail. You do not need to keep everything, especially if you are copied on emails not relevant to you. If something is that important, chances are you can get the information again if you desperately need it.
Keep your clutter down by deleting spam, emails that are no longer needed, and folders that are no longer relevant to you.
3. Not Using Stars or Flags
Flagging or starring emails for follow-up is a great way to make sure you don’t forget anything. Depending on your email client, these will usually move to the top of your inbox and you can usually set a date or time for a reminder to follow up.
If you have something that needs a timely response that you can’t do immediately, don’t file it. Instead, flag it for follow-up so you don’t forget.
4. Not Using Multiple Accounts
Email accounts are free, so there is no reason why you should have only one. Your work email should be just for work-related emails, not doctor’s appointment reminders, emails from your favorite stores about their next sale, or an email from your mom about what to bring to next weekend’s picnic.
Create a separate personal email for those types of messages. Many people have one just for ads and marketing emails from companies, stores, etc. and another for important, personal (but not work-related emails). Many free email providers have space limits, but you can learn here how to free up space.
Don’t Make These Email Organization Mistakes
Email might be the bane of your existence, but if you can avoid these email organization mistakes, you can make it a bit more manageable. For most people, it’s a necessary evil, so your best course of action is to make it as painless as possible with our email organization strategy.
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