Email Nirvana Is Within Reach

nir-va-na

/nərˈvänə,nirˈvänə/
a transcendent state in which there is neither suffering nor desire

Even though many new online tools are used today for workplace communication, Email still reigns supreme… or at least reigns most ubiquitous. But Email can be a frustrating, tedious, and time-consuming process. Achieving email nirvana often feels impossible. But it IS within reach!

While computer-based messaging began in the 1960s, the first ‘@’ symbol wasn’t used until 1971. That ‘@’ ushered in the era of modern email communication as we know it today. Email addresses have become a necessary baseline for businesses, governments, educational outlets, commerce, and daily-life communication between friends, family members, and colleagues.

Many tools newer than Email claim to boost and enhance communication. Some are, in fact, super effective at what they do. Instant messaging platforms like Skype, Facebook Messenger, Google Chat, and Jabber are great for internal teams. Some others like Microsoft Teams, Slack, Trello, and (our favorite) Asana are even better for quick collaboration and group endeavors. 

But Email continues to dominate the modern office thanks to its flexibility and reach. 

Email is the most widely used modern communication in part because everyone knows how to use it, and access to Email is easy and free. Email has the added benefit of creating documented records of correspondence, eliminating confusion or he-said, she-said situations.

But Email does have some limitations. Checking Email frequently throughout the day can be distracting and dampen productivity. Spending time composing something because it creates a record - even when not urgent - can be a time suck. And the tone or context of an email isn’t always readily identifiable. 

And one of the biggest problems of our modern-day use of Email is the crowded, overloaded inbox, full of spam, irrelevant material, unrequested marketing onslaughts, and phishing attempts. 

Absolutely necessary and yet also ridiculously difficult to manage.

Email is a double-edged sword. 

If at the end of the day, you’re tired, and you feel like you’ve been working so hard, but you look at your To-Do list, and very little has been checked off… what were you doing all day?

The answer is likely: checking, responding to mail, and putting out fires in your inbox.

A 2016 study conducted by the Harvard Business Review set out to examine how a CEO spends their time each day. 27 CEOs had their movements and time tracked for over 60,000 hours. Surprisingly, researchers discovered that emailing took up about 24% of a CEO’s time.

Many business owners spend time sorting, reading, and opening (but not even responding) to their emails. Without a system of organization, Email can quickly become a significant drain on productivity. 

Having a plan of attack to have your emails automatically organized and attended to is critical for maintaining a competitive advantage over your competitors and not losing a ton of time on a task that doesn’t need all of your attention.

You CAN take control of your Email and, in so doing, take control of your day.

At Freedom Makers Virtual Services, we have compiled 10 best practice tips for managing your inbox. Scroll to the bottom for a PDF download for more detail. Email Nirvana is within your reach!

TIP #1: Set up an auto-responder outlining your availability.

TIP #2: Use Forms to collect information from clients and prospective buyers that you usually get through Email.

TIP #3: Create a separate “clients only” email address for the most crucial inbound mail.

TIP #4: Use a customer service software to assign work to your team.

TIP #5: Use a messenger app for internal team communication (see above!)

TIP #6: Create templates for recurring tasks.

TIP #7: Create templates for commonly sent emails.

TIP #8: Systemize when you respond to particular messages

TIP #9: Use a calendar app for scheduling meetings

TIP #10: Change your email settings.

Click here to download more details about each tip, and look out for a bonus tip to help you get even more done with less energy spent!

Take the path to Email Nirvana and reclaim your time! With a clean inbox and systems in place to keep it that way, you will become more productive and be able to focus on the bigger task of growing your business.