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How to Increase Your Email Productivity with Software

Email Productivity

Email is at the center of modern business. The amazing thing is that it's remained at the center for decades of fast-paced communication technology. 

Email is still the perfect way to send a message that waits and then receive a static reply back. Nearly every new job comes with a custom email address and most employers provide an email server designed to help with work.

In many roles, email productivity is vital. Professionals need to be able to quickly sort through their emails, prioritize work messages, and neatly avoid scams.

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There are dozens of personal techniques that can be used to improve individual email productivity - using timers and unsubscribing - but there are also things you can do on the infrastructure eleven to streamline the entire organization's email productivity.


Filter More than Spam

Spam filters are one of the best productivity boosts in professional email. Most email filters are pretty good at spotting obvious spam and filtering it out of the inbox. But there are more advanced filters available to help your employees avoid more nefarious phishing tactics.

A recipient filter can check whether the sender is someone known, is from an account in the contacts list, and if their email address is suspiciously close to someone in your contacts-list. Phishing filters are programmed to look for known scam configurations, or messages that are misrepresenting their brand or origin domain.

The more you can automatically filter incoming email, the less noise your team will have to read and sort.


Use Multiple Inboxes

The new multi-inbox trend is excellent for email productivity. Everyone should have at least three inboxes by category and priority.

Google, for example, offers Promotional, Social, and Updates as some of the more popular inbox alternatives. Your team may choose different sorting methods. Multiple inboxes automatically sorts incoming mail and allows for viewing of active emails between categories.


Categorize and Flag Emails

For professionals who wade through and prioritize a lot of email, a deeper sorting system is necessary. Email flagging and categorization is a great way to quickly triage a large stack of incoming mail.

Depending on your mail system, categories can visually distinguish, rearrange, or relocate emails when sorted. Flags make an email more visible in the list so that the professional will come back to it quickly or remember that it is important later.


Use Follow-Up Reminder Features

One of the biggest risks in modern life is losing an email to the pace of incoming message. From missed appointments to ghosting a friend, many of our past-due dates today are simply getting distracted and forgetting. So use software to augment this weak point in our fast-paced culture.

A follow-up feature delivers reminders and re-surfaces emails that have not been responded to, yet. You can flag your own follow-up reminder or let the algorithm guess which messages are important to look at again.


Select from a Variety of Signatures

Last but not least; use signatures to cover rote information. Better yet, have a stack of different signatures that serve different purposes.

Your email signature is how you sign off. It's usually a person's name, contact information, and anything else they'd put on a business card. However, you can also use your signature to indicate that you're quick-responding while out-of-office, or that you're currently emailing on behalf of a superior.

You can design a unique signature for every type of communication you conduct. Talking to business partners or clients or job candidates all deserve a different professional sign-off. Just as you can use your signature to say when you are out of the office or on vacation so answering intermittently.


Do you want to streamline your personal or organization email productivity?  We can help. Contact us today for the software and praxis solutions to your email efficiency.

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