Having an email account is vital to the success of most freelancers. After all, email is how many of us communicate with our clients.
But, a disorganized email inbox can easily grow to become a time-sucking nightmare. This is especially true if you are flooded each day with more emails than you can realistically answer.
If you can relate to having a disorganized inbox, then this post is for you. :)
In this post, I’ll discuss seven effective techniques for taming your email system. Keep in mind that I am not recommending a specific email system. Most of these tips will work with most popular email systems.
7 Tips to Tame Your Inbox
If processing your email is starting to take too much time, try using one, or more, of these tips to get it under control:
- Use Rules and Folders–Many popular email systems allow you to create a rule to automatically send certain email messages to a specific folder. This feature is particularly good for managing subscriptions and other recurring emails. It keeps the specified messages together in a single folder and out of your inbox. When you are ready to read them, they are all together.
- Keep Separate Accounts–Chaos can result if you try to operate from a single email account. This is particularly true if you give out your email information in a marketing promotion and it is sold (and resold) to other marketing partners. Personally, I manage four email accounts. I give out one account if I think my information is likely to be resold. Another is only for family and friends. A third is for clients. The final email belongs to a client and is only for their communications.
- Publish Your Email Policy (Part 1)–If you can, including your email policy in your contact information can keep you from overlooking potential clients. I include a phrase with my contact information that instructs potential clients to put the words “writing project” in the subject line of the email. Of course, not all clients will do this. But, when they do that email goes to the top of my queue.
- Publish Your Email Policy (Part 2)–Another aspect of your email policy that should be made public (along with your contact information) is your response time. Potential clients find it helpful if they know how soon to expect a response. Personally, I normally respond to all client inquiries within one business day (although I often respond much more quickly).
- Find a Spam Filter–Spam filters can eliminate many unnecessary emails. There several excellent spam filters on the market, and many email packages already have a spam filter built in. Find the best spam filter for your needs, learn how it works, and use it.
- Report Spam–Even the best spam filters sometimes allow a spam message to slip through. The natural thing to do when this occurs is to delete the message without reporting it. However, if you do this then the spammer is likely to send another spam message to your account. If you report spam to email provider, then they can block the sender and adjust their filter accordingly.
- Use Email Alternatives–Some services (such as providing technical support for urgent situations) are not well suited to email. If your clients need to be able to contact you immediately you may consider providing a dedicated phone number or even using IM (instant messaging) to give them better access in addition to your regular email.
Other Tips for Handling Email
Taming your email can be quite a task, but it can be done. Here are some other resources on Freelance Folder to help you use your email more efficiently:
- What to Do When Constant Client Emails Keep You from Working. This post discusses what to do when a client is constantly emailing you.
- Are You Managing Your Email Or Ignoring Your Clients?. How quickly should you reply to a client? Read this post to find out.
- 7 Tips for Making Email More Effective. Here are some tips to help you write more effective emails.
- Open Thread: How Do You Handle Your Email?. Our readers share what email tools work best for them.
How do you manage your email inbox? Share your best tips in the comments.