Recently I had a massive overhaul of my email system. It’s still not perfect because it takes habit to maintain it a certain way. Below are 14 ways I learnt to save time when it came to emailing. Some of them I use; some I have no need for yet but one day may need to use:
- Create folders for different type of emails so not only can you prioritize what you read but keep them in one place making it easier to find. For example: personal and business; and under business there could be sub-folders.
- Try to respond straight after you’ve read the email. If you leave it until later or another day, you’ll most likely have to read it again before responding. That takes time. If it’s something you have to think about; write a draft so you can add to it later with notes on what to add to remind you eg specific data that you don’t have yet. At least then half of it is done already.
- Schedule chunks of time to check emails so you’re not wasting your time checking all the time. Half a dozen times or less is preferable. It could be during a break. That way, you’re not likely to be using it for a long period of time.
- If you’re going to get a massive amount of emails from people for a contest for example ask senders to use a specific word, a keyword to do with the contest that distinguishes it from other contests you may have and use your email system to send all emails with that word into a folder you’ve created for just those emails. It saves having to sort them out later or dragging or moving emails to the folder yourself.
- Template responses are good for certain things especially for instructions or information – details you find you keep sending to people who keep asking the same questions. Have a text template of the answer written beforehand. Write the email personalizing it to the sender; and then cut and paste the answer to it. This could be details of your next book signing or an outline of your book.
- Create and save a signature that has your full name, contact details as default so it shows up every time you send an email without you having to worry if the receiver has your details.
- If you have many email addresses, think about forwarding all your email accounts to one place if it helps. Most email programs have this feature where it’s possible to receive all emails from many accounts at a single email account and possible to email from any of the accounts at that single email account.
- Use one email address just for really important things such as bank accounts and any activity that requires you paying money over; a different email address that gets populated all over internet eg comments on other blogs; one for subscription or information that you’re interested in and one just for close friends and family. Prioritize what you check and when you check it. If you’re writing or working, family and friends don’t expect to hear from you during that time and if it was urgent, they’d call you so you may only need to check once a day.
- Check the spam folder every day just in case something important lost its way. It’ll save the sender or you asking for it and the sender to re-send it.
- Set up your mobile to say you’re responding to emails from your mobile if you are emailing by phone. People don’t expect long emails when you’re out and about so won’t be upset if your response is a few words long.
- Standardize the way you set out your emails to those you work with. For instance, if you regularly have to send an email about a book. Standardize it so that you have a template you could copy and paste and fill the gaps. This works if you’re sending similar information on books to the same editor, publisher etc so that the editor or publishers’ names and details won’t change much because you’ve sent that email so many times already. A previous email will already have their name, the only difference is the book details. That could be written out separately unless it’s about the same author and same book. Checking your sent folder for previous emails and once you find it, drag it to the template folder for the next week when you have to chase again. This is great for chasing.
- Have information and instructions on your website that you could link to when you get emails requesting information. Better still, make that information easy to find on your website in the first place so people don’t bother you in the first instance. On agent Janet Reid’s blog you see a list of answers to potential questions people may have on her side bar – that saves her a lot of time responding to people; and on author Robert Sawyer’s website he has a letter to beginning writers under the ‘how to write’ link that goes to a page that answers most of the questions writers tend to email him about. I’ve read it; and it’s amazing how much he covers. It’s not as easy to find as Janet Reid’s but when he gets emails from aspiring writers, he probably send them a link to that page, saving him a lot of time because it covers almost everything.
- If you find yourself in a situation when you have to send out the same information to lots of people in a short space of time eg when you need to tell people about your book launch and you have names and email address, you could you use mail merge on Outlook. It’s similar to the mail merge function for MS Word (which is usually for letters) but designed to use for emails. There’s a preview option so you can check it before you send it out. I’d only recommend it if you are limited by time and there’s over 30 people to send to.
- Similar to 13, send the email to yourself, cc yourself and bcc everyone else on the list so that the person who receives cannot see the other email addresses you’ve sent to. I have friends who do this because it saves time. Personally, I find it impersonal and would not use it. To save more time, put the email addresses into a category eg family, friends, editors etc so they’re all grouped together especially if you’re having to add over 50 email addresses. If you do this often and sending to 1000s of people it is worth investing in services by companies such as www.aweber.com.
As I said I didn’t do all that’s on here; I’ve added more to this list for those who have to email extensively. Whichever you do, because of its simplicity and ease, emails should not replace anything that has to said urgently. If it’s urgent pick up the phone.
How can you improve your email system and save some time? If you have any further suggestions, I’d be happy to hear from you. In the meantime, think about what you could do with that extra time.
[pic taken from here]
“To believe in something not yet proved and to underwrite it with our lives; it is the only way we can leave the future open.” Lillian Smith – Writer
CURRENT STATUS: Reminder, Motivator and Daily Review Meeting (Read on if you want to join me)
What l learnt today:
- 3 possible ways your unsold book can go even once you get an agent.
- Reminded why I want to write in the first place. A sense of freedom of expression.
- Read the agent guidelines or you’ll just upset them and you don’t want to be doing that at any time.
- How social media can go a bit crazy. How Gregory Levey suddenly got 700,000 Facebook fans (via Janet Reid’s blog).
- We writers can no longer be tortured souls shrouded by mystery but peppy performers.
- Sometimes it’s not the book but the market. It’s what sells. Agent Rachelle Gardner asks do you write from the heart or try for a balance?
What I have done today:
- Reading ‘Get Known Before the Book Deal’ by Christina Katz.
- Invited people to guest blog via Nathan Bransford’s forum.
WORD COUNT: 120,000 in total; Monday 28 June 1000 words.




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