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Productivity Tips: How to manage your emails more efficiently

Generally people spend more than 50% of their waking time at work, so we have looked at ways that you can make your work life easier by being more productive, using the technology you use every day….Email!

1) Ban email before 10 am.


At the end of each day, set yourself a priority action for the following day, could be one thing, could be five. The presentation you needed to finish, the report that needs tweaking, the customer that needs calling, whatever it may be. Then decide to not switch on your email until you have completed that task (or tasks). It is so easy to become side-tracked by emails coming in and those priority actions slip further down the list to the point where at the end of the day you realise you failed to do it. So be brave and stay offline for the first hour or two!

2) Focus on what’s important


In Outlook there is a feature called Focused Inbox, this tool separates your inbox into two tabs—Focused and Other. Emails that matter most to you are in the Focused tab, while the rest remain easily accessible—but out of the way in the Other tab. The email server keeps track of the email you read and the ones you don’t. As new email comes in, it takes messages you’re most likely to ignore and puts them into the “Other” tab, leaving your important messages in your ‘Focused Inbox’. By analysing your email habits and past behaviour ‘Focused Inbox’ is constantly learning how to focus your inbox for you. not only will it learn your behaviours, but you can teach it by physically moving emails using the “Move to Focused” or “Move to Other” options, it will remember this action and move similar future emails straight to your other tab.


3) Become a task master


Tasks in outlook can replace any paper to do lists or scribbled down notes. There are too many features to tasks to list here but a few of our favourites are:

  • Categorise tasks to allow for easier sorting, creating the categories that mean something to you,
  • Drag and drop emails or appointments to tasks and it will automatically create a task for you.
  • Write tasks straight from your inbox screen by typing in the box on the right-hand side of outlook, underneath the calendar.
  • When you are reading an email, you can click the flag button called follow up to set a task for a day of your choosing, the list goes on.

You can combine various lists, emails, appointments and calls you need to make into one daily task list, get reminders and track task progress. Can you become the ultimate task master!


3) The 4 Ds of email – Delete, Do, Delegate, Date


Your email inbox is the equivalent of your desk space – you wouldn’t leave 1000 read letters on your desk, so why leave your inbox clogged up with old emails. If you decide to follow the 4 D’s of email you will find you have a much cleaner inbox and a more efficient way of working! So, when you next receive an email just decide which D is appropriate and do it!

  • Delete – Many emails you receive are irrelevant and can simply be deleted (remove yourself from mailing lists if they are repeat offenders).
  • Do – these are emails where you simply respond, it’s dealt with and the email can be deleted or filed in a folder for future reference.
  • Delegate – these are emails where you need someone else to action the request for you, forward it and then file or delete!
  • Date – Some emails can’t be dealt with immediately, so respond to say when you will action it, drag the email to your task list to create a future task then file or delete the email!

If you have any top tips you can’t live without let us know by tweeting @ramsac_ltd and share your technology life hacks.

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Richard Renson
Richard Renson
16:54 10 Dec 18
Great, helpful IT Kings and Queens
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Andrew Worth
12:37 30 Aug 18
fine bunch
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Colin Warner
08:46 06 Dec 17
Excellent managed service provider.
Selom B
Selom B
11:58 10 Dec 16
First Class!! Responsive, knowledgeable, professional and very easy to work with - Ramsac have been a fantastic strategic IT partner for the last few years and I'm sure will continue to be for many years going forward. I would highly recommend them!
Ian Windle - Inspiring Leadership
Ian Windle - Inspiring Leadership
08:53 04 Jul 16
Great IT business, with a powerful management team. Could not recommend them more highly.
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Patrick O'Luanaigh
10:55 01 Jul 16
A truly fantastic IT support company - I can't speak highly enough about them.
Sarah Whitemore
Sarah Whitemore
11:59 20 Jun 16
I have known Dan May and Ramsac for 5 or 6 years now. Dan is such a great guy and really helpful with strategic advice and input on all things IT. He's so approachable and doesn't baffle you with IT jargon. If you are looking to outsource your IT or you have a problem you need help with Dan is definitely the one to ask.
Jonathan Richards
Jonathan Richards
12:14 31 May 16
I've worked with Ramsac for many years and whole heartedly recommend their services. They are always professional, approachable and have the rare skill of making IT understandable. Their can do attitude leaves you feeling that you are in safe hands.
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