3 Tips To Deal With Email Overload In Gmail

Managing Information Overload in a Professional Setting

The modern world often presents us with an excess of information. While feeling overwhelmed by personal correspondence is common, and selective disregard is often permissible, a professional environment demands a different approach.

Professionals are not only required to manage numerous incoming communication channels but also to effectively process the information received.

This processing includes actions like forwarding messages, providing responses, engaging in discussions, maintaining records, and ensuring appropriate follow-up.

Leveraging Google Mail for Productivity

MakeUseOf has previously published extensive guides detailing various methods for utilizing Google Mail and maximizing its potential.

However, the question remains: what specific features and techniques are employed by individuals who handle hundreds of emails weekly?

How can one effectively monitor numerous tasks while simultaneously staying current with the constant influx of daily emails?

Personal Strategies for Email Management

While I cannot generalize for all colleagues, I can share my personal strategies for managing this challenge.

I rely heavily on Google Mail for both email handling and task management.

This article aims to reveal the techniques I’ve found most effective in maintaining productivity amidst a high volume of correspondence.

These methods represent what I consider to be my most valuable 'magic tricks' for staying organized.

Managing Email Influx with Filters

A crucial strategy for handling a large volume of email is the implementation of filters. If your inbox receives more than a few messages daily, particularly recurring notifications, newsletters, or reminders, establishing filters is highly advisable.

Currently, I utilize over 20 filters to categorize incoming mail under 15 distinct labels – functioning similarly to folders. These filters manage notifications from comments, emails concerning MakeUseOf Answers, encompassing both new and published questions, and correspondence related to Sound Sunday.

Visual Aid 1

A significant portion of my email doesn't require immediate attention within the inbox. For instance, new questions submitted to MakeUseOf Answers fall into this category.

However, I prefer retaining a copy within my inbox, allowing for potential forwarding to colleagues or direct email responses. To streamline this process, a filter is employed to automatically sort and mark these messages as read.

Visual Aid 2

The presence of a bolded number beside a label instantly signals the presence of emails requiring my attention. I prioritize reading emails based on the associated label.

Messages within the Inbox are addressed immediately, while those under labels like 'comment notifications' are reviewed during dedicated time blocks.

Visual Aid 3

For detailed guidance on configuring filters within Google Mail, the article “3 Great Examples of Using Gmail Filters for Productivity” is a valuable resource. It offers insights into creating email to-do lists, managing reminders, and filtering Google Calendar events.

Managing Email Overload with Priority Inbox

Despite implementing email filters, do you still find your inbox consistently cluttered with non-essential messages? Google Mail offers a feature designed to address this issue: Priority Inbox. Configuration is straightforward, accessible via Settings then Inbox.

By default, Priority Inbox organizes your view to display key sections at the top: Important and Unread emails, Starred messages, and Everything Else within your inbox.

Customizing Your Priority Inbox

The default layout is flexible. You have the ability to personalize it by adding other significant labels. Alternatively, you can modify or even remove any of the pre-existing sections.

This allows you to tailor the inbox view to precisely match your workflow and information needs.

For a more detailed explanation of Priority Inbox and its capabilities, refer to the article titled Gmail’s Priority Inbox Solves The Bacn Problem.

Email Management Strategies

Emails can be effectively organized through the use of labels, applied either automatically or manually. While labeling offers a method for categorization, consistently marking a large volume of emails can become repetitive and time-consuming due to the required mouse actions and coordination.

A more efficient approach, in my experience, is utilizing the starring feature. This simplifies the process of flagging important messages.

Tracking Comments

A significant part of my work involves monitoring comments across the MakeUseOf platform. This encompasses comments requiring attention, noteworthy contributions, selections for staff recognition, and entries for the "Best Answer of the Week" contest (MakeUseOf Answers), as well as the contest winners themselves.

Typically, I maintain between 50 and 100 comments as marked for follow-up, categorized using five distinct labels. All of these flagged items are readily accessible through the Starred label, enabling swift and efficient handling, and the visual presentation of this label is particularly helpful.

The Starred label provides a centralized view for managing these important items.

Converting Emails to Tasks

For time-sensitive communications or those requiring follow-up, I transform emails into actionable tasks. This method is detailed in the article: 4 Simple Steps To Achieving & Maintaining Inbox Zero In Gmail.

This conversion ensures that important requests or deadlines are not overlooked.

Optimizing Gmail for Efficient Email Management

Numerous minor configurations have been implemented to streamline my email workflow. Naturally, I utilize the threaded conversation view for improved organization. Many of these enhancements are accessible via Google Labs features, and a selection of my preferred settings are detailed below.

Key Gmail Settings for Productivity

These adjustments contribute to a more efficient and user-friendly email experience.

• Auto-advance allows for the automatic display of the subsequent conversation following the completion of the current one.
• Default 'Reply to all' is enabled, as the majority of my correspondence is directed to multiple recipients.
• Inbox preview is activated, providing immediate visibility of incoming messages during Gmail's loading process.
• Move Icon Column repositions the icons to the left side, facilitating quicker visual scanning.
• Send & Archive is employed to reduce clicks and accelerate inbox clearance.

Employing these settings collectively results in a significantly improved email management process.

The image illustrates the benefits of a well-configured Gmail environment.

Final Thoughts

Perhaps you anticipated discovering a shortcut or a hidden technique? The truth is, maintaining control over your inbox doesn't rely on any secret methods. It primarily requires implementing a few straightforward approaches and consistently applying them.

Should you have been expecting a quick fix, consider exploring this single, beneficial Gmail tip that you may not be aware of.

Further valuable advice can be located at the following resources:

• Transforming Your Gmail Inbox into a Prioritized Reading List
• Efficiently Searching for Emails within Gmail
• Four Methods for Configuring Gmail as Your Browser's Default Email Application
• Three Settings Utilized by Experienced Gmail Users

What volume of emails do you process daily, and what strategies do you employ to manage them? Are there any Gmail techniques or shortcuts that haven't been mentioned here? Alternatively, is there a specific reason you prefer an alternative email service?