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4 Effective ways to handle your Email Inbox

It is important to organize emails in the mailbox otherwise it will be filled with junk mails and you will have several thousands of unread emails. To avoid this condition, develop a new approach to process your inbox that can help you to gain more control. It will also improve your response time and keep up with critical actions and due dates. We will discuss four ways to take control of your mailbox.

Please follow the steps given below to manage your email inbox effectively.

Step1: Set up a simple and effective email reference system

First you should understand the difference between two reference systems i.e. references information and action information. Reference information is the information you keep it for future and do not read it at present. But action information is different and it is the information you must have to complete an action. While in the case of most of the email users, they have more number of reference information in their mailbox. So, to avoid so much of reference information, it is necessary to keep a system which transfer the reference data from mailbox to reference mailbox.

Step2: Schedule uninterrupted time to process and organize email

There are so many email messages which require a decision by you. The decision of yours is all depends on uninterrupted attention. We recommend you to establish a time so that you can empty the inbox. It is completely your decision to scan the inbox.

We also recommend you to book for one hour for scanning the mailbox and also do not try to take any calls or message during this one hour.

Step3: Process one item at a time

It is very important to sort your email when you start processing these mails. We recommend you to start from the first i.e. start from the top and scan the mails in an order. You can use several sorting like sort as date, sort as conversations or sort as name etc. it will help you to scan it in a suitable order and you will process the mails completely. And never try to do it randomly or jump around in your inbox. There will be probability that you will miss many of them.

Step4: “Four D’s for Decision-Making” model

The four-D model is very important to process mails in mailbox. These four –D models consist of following actions: delete it, do it, defer it, delegate it.

We read the messages and avoid deleting it because we think at some point it will be useful. This makes the mailbox difficult to arrange and bulky. Just keep some point in mind like does the message relate to a meaningful objective, does the message information can be fetched from other source also, does the message will be needed in next six months or does the message contains any useful information. Think over the point and delete or keep the message.

Do it in 2 minutes means you can handle most of the messages in less than two minutes, reading the message, composing then sending, it will not take more than 2 minutes.

Defer it means if you are not deleting or doing any thing the drag it to a specified folder. Delegate it means you can delegate a message.

6 ways to Optimize Emails

There are times when people get so much of mail everyday that they hardly go through each and every email thoroughly, and on an average take less than a minute to read every message. If they are not able to identify the purpose of the message, they either delete it or leave it ignored for days in the inbox.

Ways to ensure that the email gets read

Below mentioned are the six steps that ensure that the email messages are read and get the attention they deserve.

Make the purpose of the message clear: When people receive your message, they should be able to decipher the overall purpose of the content. If the content is irrelevant and confusing, the recipient would be tempted to remove it as soon as he can. A subject heading such as ‘Action Requested’ or ‘Response Requested’ should be included in the body of the message, or the due date if applicable should be a part of the subject lines.

Tell recipients what action you want them to take: You need to clearly mention in your mail about what actions you want your recipients to take. You need to be specific and should put all the material that is related to the action in one place. You not only need to specify the link between the action and the recipient’s objectives but also give due date.

Provide proper data and documents: You need to make sure that the recipients are sent all the information that they need for completing an action or to respond successfully to your request. The supporting information you send can be in the form of an attached document or in the body of the mail.

Send the message only to relevant recipients: The message should only be sent and targeted to the appropriate recipients. When you are entering the names on the ‘To’ line, you need to be thoughtful and respectful. Thus, not only should the objectives of the recipient relate to the email but the recipient should also be responsible for the action in the Subject line.

Use the CC line wisely: No reply or action should be expected from the people whose names are mentioned in the CC line; they are only expected to read the message. However, these individuals should in some way or the other be related to the overall objectives. If you are not sure whether the mail pertains to the person’s objectives, you can ask the person whether he would like to receive your mail on the topic.

Ask final questions before you click Send: Before you send the message, you need to look back and ask yourself whether you have clarified the purpose, whether you have included supporting information and mentioned a clear subject line, whether you are sending the message to the correct recipients, and whether you have run a spelling and grammar check.

By following the guidelines, you can ensure that you and your team are perfectly focused on meaningful objectives, without creating an email overload.

Google Releases iPad’s Refreshed Email App

Most of the apps that are used in iPad are made by Apple itself but one of the best applications which is available in the market is not created by Apple. The best of all applications for iPad is created by Google. This app is actually the new version of  Gmail which has been made by Google and is specifically designed for  the Safari browser of iPad. This is a wonderful browser and is baked in the goodness of HTML 5. It is considered to be almost as powerful as the complete web version of this application. There were already many great things that were a part of this but now it has become a bit better. Users would be able to browse in a better manner and would be able to enjoy their browsing even more.

Email Composition Screen

This is not thought to be one huge leap in the forward direction but this Safari version of Gmail contains the improved sort of the composition screen for the emails. Before the introduction of the improvement, the composition screen for the email was broken into the inbox as well as the compose view. It used to work in a fine manner but had been a little cramped in the previous times. The introduction of the new window has been done to this which allows the users for composing their emails. The screen is much bigger as compared to the previous screens and the users would be able to compose on a bigger screen and would be able to see more text on them than it was ever visible to them.

Google’s Comment

It has been said by Google that it would make some of the minor fixes for the bugs to this which would include a really annoying sort of the bug which would prevent the users from scrolling up and down in those email messages that are longer than the usual ones. There were observed some scrolling problems in those emails which were lengthy and to view them usually used to irritate the users. After the fixing of the bugs which is done by Google, the users are now able to scroll upwards as well as downwards without any sort of disturbance or without the hiccup in the scrolling. It has been further said by Google that all of these changes in the Safari of Gmail are made only for the English version.

Changes for the good

These changes are considered to be nice and are appreciated too but still Google needs to pay more attention to the mobile version of the Google Docs. The users of this are not able to edit the Google Docs from iPad’s browser. It is a great drawback and it is just hoped that Google would be trying to make some changes to this also. The Google Calendar also requires some help and it wants to default to the mobile version of this when the usage is done through the iPad. The working of the mobile version is fine but can not be compared to the full featured normal desktop version.

Conquer Your Gmail Inbox with Nested Labels

Labels do the same work which folders do, but they are more flexible than folders because an email can have a lot of label’s but can’t be in various folders at the same time. When you have created a label you can see all the messages by clicking on it.

Procedure to create a label:

1. Click on setting > labels or you can create it by clicking on the LABELS drop down menu
2. Click on create a new label
3. Type the desired name of your new label and press ok.

Some of the feature that the Gmail provides is to make a hierarchy of labels like in folders. You can create labels that provide you an easy excess to the requested links that you want to show in the fields.

You will label with / and make the child of your label that you want to display in your inbox. If you want to create the hierarchy which actually display home and there child in the nesting order Gmail provides you the facility to implement this in very easy way here is the procedure to follow:

Home: it is you parent folder
Home/Family: it shows the child
Home/Vacation: you can display the hierarchy which you want.

Gmail facilitate to display the nesting like “Home/Family/Kids,” “Home/Pets/care,” this hierarchy could be displayed in your left. So, by creating the parent label name home you could easily create their child and display in your inbox.

You can organize the complex hierarchy. Moreover, Gmail provides you to expand your label to collapse the free space that show in your inbox. You can apply desire setting in labels that tells you it contains unread messages or you could collapse the child labels for you convenience.

Hide read labels create problems. You will confuse if your both labels enable; for example, the hide labels won’t appear as it should sometime hinder the continuity in your communication.

Gmail launching different experimental features, nested labels is one of them, this facilitate you to organize your labels that you want. If you want to enable this feature open setting an enable the nested labels option. You can also manipulate the nested labels by drag and drop and organize them in to your requirements. Moreover you can assign the naming scheme that suit you well.

After creating the nested labels, you can create the parents labels for better manipulation. Gmail allows you to create the complex nested labels in any hierarchy, and there is no such limit to create the nested labels; but here character could be limited so it is better to use the word that is simple to remember.

You can mange the unread message for later preference. This feature is very useful you just need to turn ON the Gmail setting; open the sneak option by pressing the alphabets and you can navigate to the letter such as “j”,”k” you can dismiss the peak card by pressing escape you setting is permanently save.

Call Now: +1 833-522-1003
Call Now: +1 833-522-1003
Call Now: +1 833-522-1003