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1. Turn all automated notifications to off: have you ever figured out how many notifications (your friend’s birthday, new job of your ex-colleague, …) you receive in your mailbox daily ? Unless you absolutely have to, dispose of those notifications.
2. Say goodbye to mailing lists: Over the years you may have ended up in various e-mailing lists mysteriously. Each time you receive one of those, hit the unsubscribe button and your mailbox will lose some serious weight.
3. Get rid of those unread emails: do you have e-mails that remain unread for over a month? 80 % of those phantom e-mails can easily be dumped in your trashcan without ever have to worry again them. Chances are high that the person who has sent you the initial e-mail(s),in the meantime already dropped a reminder in your electronic mailbox. If not, you know what to do. Get rid of it !
4. Organize your e-mails in folders: your e-mail volume stays on par but your mailbox will look significantly lighter and much more transparent.
5. Isolate the e-mails on which you should take action: put the e-mails that require your follow-up in a separate folder where you can organise them following a specific colour scheme (red = very important, orange = important, green = little important) or tag them directly in your mailbox in order to prioritise.
6.Phrase your e-mails properly: quite some e-mails clutter your inbox because the initial message you’ve sent out was not really clear. So, start with the basics of an efficient e-mail: clear subject, problem/issue/message, action to take, your expectations: when those four items are clearly formulated, you will soon get fewer e-mails in return.
7. Be economical with cc / bcc: is that person you’ve put in (carbon/blind) copy of your email really indispensable for the answer? The chance that they will mingle email-wise in the matter, is real.
8. Daily chore: spend ten minutes every day (at a fixed hour) to cycle through your mailbox and throw away unnecessary e-mails. You’d be surprised at how slim your mailbox will look like after a week.
9. Install a spam filter: according to research from the leading security company Kaspersky Lab spam e-mail today makes up for about 70% of all generated e-mail traffic worldwide. So, install as greased lightning a spam filter. Your mailbox will noticeably lose weight without you doing anything.
10.First things first: Re-prioritize the e-mails you’re left with. Choose between: dump (not urgent / not important), delegate (urgent / not important), do (urgent and important) or plan (not urgent and important).