Cut Back Time Spent on E-mails and Increase Your Productivity

How many hours a day do you spend reading email? Do you constantly check a message after you see that a new one has been received? Employees are spending more and more time on e-mail, thus spending less and less time at work spent on important projects. Similar to long meetings without an agenda or action items, email can be a big waste of time.

A study by McKinsey Global Institute shows that the average employee checks email 36 times an hour and spends 13 hours each week reading, deleting, sending and sorting emails. When you think about your workday/workweek, which adds up fast.

TabletAccording to Ryan Holmes, CEO of HootSuite, offers some tips to streamline productivity and focus on the most important e-mails you receive, rather than spending your time sorting through junk or searching for important messages.

Prioritize your inbox: Using a filter like SaneBox, you can send only the important e-mails (from your boss, your employees, your immediate family, business receipts, etc) to your inbox. All other messages are sent to a secondary inbox for reading later.

Use the three sentences philosophy: Holmes sticks to the ‘short but sweet’ theory when it comes to responding to e-mails. If he can’t keep the response shorter than a few sentences, he picks up the phone or in person. Keep only the essentials in!

Try using Canned Reponses for messages you send often: If you’re a Gmail user, you may be familiar with this time-saving response mechanism. It allows you to create a library of message your send frequently. The best part? It’s accessible in just two clicks, then a final click to hit ‘send’.

Opt out of annoying group threads: Gmail has several cool features to help you save time and streamline your email read/response time. Try using the ‘Mute button’ when group e-mail responses starting bombarding your inbox—the message thread will be archived for later viewing.

How do you manage your Inbox? What’s your favorite tool or app to help organize and prioritize your emails?

To read the full article and find out more tips on e-mail productivity, please visit:

Thanks for reading, and until next time… stay WISE!

Image credit: iStockPhoto


Leave a reply

Your email address will not be published. Required fields are marked *