How would you rate your email and meeting requests management skills?

Emails and meeting requests have become such an integral part of our professional lives that it’s easy to think that we’re experts in managing these things even when, in reality, that’s not the case.

A person can’t say that managing emails is a piece of cake when their unread emails are in the upper hundreds, or they have trouble finding the email thread with a client from a few days ago. If someone is double-booking appointments with multiple people, or their meetings aren’t fully productive, then those meeting requests need to be handled more efficiently.

The truth is that organising your emails and meeting requests can be overwhelming and time-consuming. Ineffective email and meeting management strategies can just lead to a further decrease in productivity and an increase in stress levels. 

If this is something that resonates with you, it’s a sign that it’s time for you to learn new skills, specifically in managing your emails and meeting requests.

This comprehensive guide is here to help you navigate the challenges of staying on top of your inbox and handling meeting requests with finesse. Whether you’re an entrepreneur, a professional, or a remote worker, these expert strategies will empower you to regain control of your communication and optimise your time management. 

Streamlining your inbox

The first step to developing effective email management skills is by optimising your inbox. This includes categorising the emails you receive every day, as well as which emails you need to prioritise responding to.

1. Unsubscribe and filter  

Begin by decluttering your inbox. Unsubscribe from newsletters and promotional emails that no longer serve you. Set up email filters to automatically categorise incoming emails and prioritise the important messages.

2. Adopt the two-minute rule

If an email can be responded to or acted upon in less than two minutes, tackle it immediately. This prevents small tasks from accumulating and clogging your inbox.

3. Implement the “Inbox Zero” approach

Strive to achieve Inbox Zero—a state where your inbox is empty, or almost empty, at the end of each day. Productivity expert Merlin Mann introduced this concept in 2006, aiming to reduce the amount of time your attention is on your inbox, particularly since your time and concentration are finite resources. 

Mann recommends five types of actions to achieve Inbox Zero:

• Delete or archive – If an email does not require action or a response, you can delete or archive it to free up your inbox.
• Delegate – If an email raises issues that are best handled by someone else, forward it to the relevant individual and then archive the email.
• Respond – If you can respond to an email in a few minutes, without taking too much of your time or concentration, reply immediately then archive the email.
• Defer – If the email raises complex issues that can only be resolved by you, defer your response until a more appropriate time.
• Do – If an email requires a task that needs to be completed immediately, accomplish that task then archive the email.

Developing effective email management strategies

There are numerous email management tips you can use to tame your inbox, but we’ve shortlisted three fundamental strategies that we recommend incorporating into your daily routine.

1. Create folders and labels

Segment your inbox by creating folders or labels for different categories such as “Urgent,” “Pending,” and “Reference.” Gmail labels can act as folders as well, allowing you to move different emails to minimise the clutter in your inbox. You can also automate labels so that incoming emails are moved accordingly to maintain a well-organised inbox. 

2. Utilise priority markers

Most email platforms allow you to mark emails as important or a priority. This gives you a quick overview of which emails to open and respond to immediately. Use this feature judiciously to help you focus on emails that require immediate attention.

3. Schedule email time

Reserve specific blocks of time for checking and responding to emails. Close the tab to your inbox on your browser and mute your email notifications on your mobile phone to avoid constant distractions throughout the day.

Mastering meeting requests

Tired of the meeting madness? You’re not alone. Meetings can be costly and unproductive if they’re not managed effectively, but there are strategies you can use to make sure that your meetings turn into engaging, relevant discussions that contribute to the company’s overall success.

1. Evaluate necessity

Don’t schedule appointments just for the sake of having them. Before accepting a meeting request, evaluate its importance and relevance to your goals. 

You can identify the relevance of a meeting request by answering the following questions:

• Could this be handled through asynchronous communications (e.g. email, chat or a document collaboration platform)? 
• Is a quick phone call or video chat sufficient?
• Can a decision be made without a meeting? 

If you answered yes to these questions, a meeting may be unnecessary. If the meeting request does not align with your priorities, politely decline the meeting.

2. Set clear availability

Use a calendar and scheduling tool to book appointments and share your availability with colleagues. This enables you to automate scheduling and reminders while preventing unnecessary back-and-forth communication through emails. A calendar tool also enables others to schedule meetings during your open slots, which can prevent overlapping appointments.

3. Opt for shorter meetings

Whenever possible, suggest shorter meeting durations. A well-structured 30-minute meeting can often be more productive than an hour-long one filled with unnecessary discussions. 

Enhancing productivity during meetings

According to McKinsey, when meetings are run well, they foster better decisions and leave attendees feeling energised and motivated to carry the momentum forward independently. If it doesn’t seem to be evident in the meetings you’re having, then there may be something lacking in the design and execution of these collaborative interactions.

There are three ways to enhance productivity for meetings:

1. Define objectives

Clearly outline the objectives of the meeting in advance. This helps participants come prepared and ensures that discussions stay focused.

2. Share agendas in advance

Developing a clear agenda, along with critical discussion points, that is centralised and accessible to all participants ensures that everyone can follow along in the meeting and keep the conversation on track. This also allows attendees to prepare their individual discussion points, contributing to a more efficient and productive discussion.

3. Assign action items

At the end of each meeting, assign action items with deadlines. This ensures that outcomes are achieved and progress is tracked effectively.

Time management tips for professionals

We’ve previously discussed different time management tips that can help you become productive and efficient throughout the day. We’ve highlighted the top three tips that are relevant to email management and meeting requests. 

1. Prioritise tasks

Use the Eisenhower Matrix to categorise tasks as urgent and important, important but not urgent, urgent but not important, or neither. This helps you allocate your time wisely, especially if you have tasks coming through from your emails.

2. Embrace the Pomodoro Technique

Divide your work into focused intervals (usually 25 minutes), followed by a short break. This technique is typically used for intensive tasks, but it is also relevant to managing your emails, particularly when you have several that you urgently need to respond to. Taking short breaks enables you to process the messages from the sender and generate clear responses to their emails. 

3. Learn to say no

Politely decline meeting requests that overload your schedule. Saying no is essential to maintaining the quality of your work and a healthy work-life balance.

Mastering emails and meeting requests is a fundamental skill in today’s professional landscape. By adopting these expert strategies, you can streamline your inbox, handle meetings efficiently, and boost your overall productivity. 

Taking control of your communication and time management empowers you to achieve your goals while maintaining a healthy work-life balance. Start implementing these techniques today and watch your productivity soar to new heights.

Do you need advice on increasing productivity and efficiency in other areas of your professional life? Contact us and we’ll give you the guidance you need.