Poor e-mail. Remember when it was the darling of the communications world? 1998…admit it, when you heard those words “You’ve Got Mail” you tingled with anticipation. Fast forward to today, and you likely dread the thought of opening your laptop to reveal the inevitable flood of nonsensical e-mail.
But, the undeniable fact is this: e-mail is not going away. You don’t have to love it, but to communicate well today, you simply must learn how to manage it properly. Here are 7 ways to make your e-mail experience far less miserable.
1. Check your inbox less. A lot less.
In 4-Hour Workweek, Tim Ferriss suggests immediately reducing your e-mail checking habit to a max of twice per day. Admittedly, I can’t yet take this extreme step. But I’m getting there, and can see major benefits to working uninterrupted. Tasks that used to take an hour (with sneaky little interruptions every 5 minutes) can be completed in 20 minutes of laser focus.
2. Unsubscribe from every mailing list (or close to it).
There is no activity more cleansing for your soul than hitting that “unsubscribe” button. After years of daily e-mails I’ve finally figured out that Old Navy is always having a sale. E-mail is for important communication, not for unrelenting spamvertising.
3. Use GMail.
GMail. So easy a baby can use it.
At first, I was a resistor to GMail. But, as often is the case, I was dead wrong. Automatic filters, unparalleled search capabilities, conversation tracking, and nearly unlimited free storage make GMail a slam dunk. Add in unbeatable spam blocking, and the decision is a no-brainer. You don’t want to give up the AOL account you’ve had since 1998? Keep reading…
4. Forward all e-mail accounts to GMail.
I have a “friend” who used to check 4 separate e-mail accounts multiple times per day (hint: me). Forwarding all e-mails to GMail is an absolute snap, and will save you precious time every single day. Worried that you’ll get all the accounts mixed up? Don’t be. You can pre-set labels so that e-mail from unique accounts is marked as such. Brilliantly, from within GMail, you can also send mail from any outside account.
5. Use your e-mail signature to the fullest.
The e-mail signature is one of the most under-utilized tools out there. Without saying a word, you can instantly provide your e-mail counterpart everything they need to know about you. Include links or icons to your social media accounts. Include a link to your blog. Heck, even include a F.A.Q. link so that you can avoid a back and forth e-mail chain discussing your capabilities.
I use the Wisestamp plugin for Firefox, which is the best signature tool I’ve seen. Check out this great e-mail signature example from friend and fellow branding blogger Hajj Flemings:
Hajj E. Flemings_Brand Strategist
Phone: 734-468-0854
Author: ‘The Brand YU Life’
Blog: www.HajjFlemings.com/blog
Youtube: http://www.youtube.com/watch?v=lU55BXks2XU
Twitter: www.twitter.com/hajjflemings
Linkedin: www.linkedin.com/in/HajjFleming
6. Utilize temporary e-mail addresses.
So you took my advice and unsubscribed from every mailing list? Great! But now Ben & Jerry’s is asking for your e-mail address before they’ll dish out a Chunky Monkey coupon code? Problem solved. Go to Mailinator.com and pick out a shiny new e-mail address that will only last a few hours. By the time your ice cream melts your e-mail address will have disappeared.
7. Create e-mail templates for recurring situations.
Tired of getting asked the same questions every day via e-mail? Reduce your stress by creating templates with pre-loaded answers. Swap out the name and a detail or two, and you are good to go. Or even better, as Tim Ferriss suggests, are auto-responders that fire off templated e-mails without even the click of a mouse. Here are a few great examples.
What do you think? Have I missed any tips that are certain to make e-mail less miserable for everyone? If so, send me an e-mail let me know in the comments section below, or find me on Twitter @RyanRancatore.
Fire computer by cibomahto. Baby e-mailer by Kiifu.
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