zandax online course logo
Info, Blogs, Contact & Login

9 Ways to Manage Emails at Work

From the ZandaX Time Management Blog

Articles to help you get more from every day of your life

Home  >  Blogs Home  >  Development Blog  >  Time Management Articles  > 
9 Ways to Manage Emails at Work

9 Ways to Manage Emails at Work

A post from our Time Management blog

      Written by Ashley Andrews
Email is a vital tool for communicating with your employees and co-workers, but for many people, managing emails at work can become a daunting and overwhelming task.

If you don't have a specific plan for managing your incoming emails each day, things can easily get out of hand and your emails might be the ones managing you, not the other way round.

However, email management is actually quite an easy process once you know what pitfalls you need to pay attention to. To help you become more productive at work and manage your emails more effectively, I have put together the following guide. If you take the time to incorporate these tips into your daily routine, you won't have to worry about an overflowing inbox and you'll see a great improvement in the way you work and the amount of tasks you'll be able to complete in a day.


1. Deal with it first thing

The first thing you should do when you begin your workday is to go through your emails. Don't wait until the afternoon because you'll only end up with more, and it will become an even bigger burden on you. Make sure to incorporate this into your daily routine and stick to it.

2. Prioritise

Although checking your messages first thing in the morning is an effective way of managing your emails, not every email you receive will be a high priority one. Rather than looking at your inbox and immediately feeling overwhelmed by what's in front of you, look at what needs to be dealt with immediately. The emails that require your immediate attention are the ones you should focus on, the rest can wait until later.

If you use Gmail, you can use Gmail Priority Inbox to determine what emails coming into your inbox are important - although most email providers should have a similar feature.

3. Don't send too many emails

Although this may sound obvious, but the more emails you send, the more you will get in return and the more overwhelmed you'll feel by looking at your constantly growing inbox.

However, this is where prioritising comes in. If you try to select the emails that need your immediate attention and deal with them first, then you won't be sending emails constantly and your inbox will be much easier to manage.

4. Schedule time to check your emails

One of the most common time-wasting habits people have these days is constantly checking their emails. To avoid this problem and to keep your inbox at manageable levels, allocate blocks of 15 minutes for checking and replying to your emails.

As I said in the first point, try to do this first thing in the morning and then allocate further blocks throughout the day, if needed. You could put a block 15 minutes before your lunch break and another before you finish for the day. This way, you will have three blocks each day for checking and replying to emails.

5. Get rid of spam

Spam is probably one of the biggest pains we experience on a daily basis. Dealing with it effectively requires you to filter what emails have been sent to you directly and what was sent to you as part of a mailing list.

The easiest way to do this is to set up a filter where you automatically detect incoming emails that contain the word ‘unsubscribe.' If an email contains this word, you know it's been sent to you as part of a mailing list and doesn't require your immediate attention. You can automatically get these emails sent to your spam folder so you can deal with them when you get the time.

6. Use group lists

If you find that you email the same people in your workplace regularly, then creating a group list with these contacts might be a good idea. You can even create multiple lists for different categories, which will make it much easier to email these people in the future.

Group Emails

All you'll need to do then is to simply search through the groups you've created and you'll find your contacts. This process is much more effective and less time consuming than individually searching for contacts every time you need to contact them.

7. Turn off your notifications

One of the biggest productivity killers during the workday is constantly checking your notifications. Whenever you have an email notification go off, you lose focus on the task you are doing. It's a proven fact that distractions have a negative effect on both your productivity and the quality of your work.

Depending on your role in your workplace email alerts might be necessary, but if they are not then turn them off as they are highly distracting and unnecessary.

8. Use auto-replies when necessary

Are you going on holiday? Or spending the entire day out of the office? Whatever the reason, if you are going to be spending time out of the office, you need to make sure that you've got auto-replies set up. You can even set up auto-replies that provide the details of someone else in your office to contact if the response is urgent.

9. Delete emails

The easiest way to get rid of your inbox worries is to delete the emails you don't need anymore. When you have separate folders for different contacts or activities, group lists set up, and prioritised emails it should be much easier to work out what emails you need to delete. Once you've got all the necessary processes in place, it's time to delete the unwanted emails and clear out the trash.


Managing your emails shouldn't have to be a source of worry. Following the nine tips I highlighted above will allow you to create and implement processes that will make it much easier for you to effectively manage your emails at work, therefore ridding yourself of the terrible overwhelming feeling that effects so many people.

Back to the Time Management blog

Click the button for more Time Management articles.

The ZandaX Personal Development blog

Click a panel for great articles on personal development

ZandaX Blog Contents

Want to see them all? Click to view a full list of articles in our blogs.

Online courses to boost your skills
Click a button to see more about each course
Personal Development
Microsoft Software
Leadership & Management
ZandaX online training course logo
ZandaX – Change Your Life ... Today
All content © ZandaX 2022
Close menu element
See how you score on a range of skills that are critical to your well-being and performance
Communication Skill test
Communication Skills
How Can You Communicate Better?
Would you like to see what kind of communicator you are? And how you can improve the effectiveness of your communications?
Likeability test
How Much Do People Like You?
Do you sometimes wonder just how likeable you are? And wouldn't you like to see how you can (genuinely) become more likeable?

Time Management test
Time Management
How Can You Make More Use Of Your Time?
Are you frustrated by how easily time slips away? Do you get frustrated when things don't get done just because you run out of time?
Assertiveness test
Are you Passive, Aggressive or Assertive?
Would you like to know where you fall on the behavior spectrum? Does your response to events sometimes surprise you?

Close menu element
Information & Resources
ZandaX information
Read more about us, our Privacy Policy and our Terms of Service
See how we want to help you, and how we make everything easy for everyone
Callback request
ZandaX Blogs
Articles to increase your knowledge and understanding in key areas of your life and career.
Read our blogs on Personal Development, Business Skills and Leadership & Management

Time Management test
Log In
Log in to your online dashboard
View your courses, review what you want and download your workbooks and certificates
Assertiveness test
Contact Us
An easy online form to get in touch
With options for More Information, Customer Service and Feedback

Close menu element
Learn About:
Personal Development
Leadership & Management
Sales & Presentations
Microsoft Office
Microsoft Project
Microsoft Visio

[NOTE: Mouse over the titles above,
then to visit the website pages you want,
click on the links in the right hand panel]
Our courses
We have everything covered: learn all applications at all levels!
Microsoft Excel courses
Microsoft Excel 2021 / 365
Introduction to Advanced (*NEW*)
Microsoft Excel VBA
Introduction & Intermediate
Microsoft Excel 2013 / 2016
Introduction to Professional
Microsoft Powerpoint courses
Microsoft PowerPoint 365 (2021)
Ultimate all-in-one (*NEW*)
Microsoft PowerPoint 2019
Introduction to Advanced
Microsoft PowerPoint 2013/2016
Introduction & Advanced
Microsoft Word courses
Microsoft Word 365 (2019)
Introduction & Advanced
Microsoft PowerPoint 2013/2016
Introduction & Advanced
Microsoft Access courses
Microsoft Access 365 (2019)
Introduction & Advanced
Microsoft Access 2013/2016
Introduction to Advanced
Microsoft Outlook courses
Microsoft Outlook 365 (2019)
Ultimate all-in-one (*NEW*)
Microsoft Outlook 365 (2019)
Introduction to Advanced
Microsoft Outlook 2013/2016
Microsoft Project
Enhance your project management with our two intensive but very easy-to-follow CPD certified Microsoft Project courses.
Microsoft Project courses
Microsoft Project Introduction
Get a solid foundation in Project software to create solid, resilient project plans.
You don't need prior experience with Project: just be able to use a PC with Microsoft Windows.
Microsoft Project Advanced
The Advanced course takes you to a level that will put you in complete control of your projects.
You should, of course, be fully conversant with the skills and concepts taught in the Introduction course.
Microsoft Visio
Become a Visio master with our two intensive but very easy-to-follow CPD certified Microsoft Visio courses.
Microsoft Visio courses
Microsoft Visio Introduction
Get a solid base for using Visio to create high quality, impressive diagrams.
You don't need prior experience with Visio: just be able to use a PC with Microsoft Windows.
Microsoft Visio Advanced
This course will enable you to use Visio to design graphics at the highest level.
You should, of course, be fully conversant with the skills and concepts taught in the Introduction course.
Take a look at our new Marketing section which we begin with two great books on Copywriting
... there will be more to follow, so stay tuned!
Copywriting books
Copywriting for Results
A two-book set that will give you all you need to write great copy every time.
Get the first book to learn the process, then the second to see how to apply it to all media types.
  • Copywriting for Results: Your Complete Guide
  • Copywriting for Results: Putting It Into Action
Watch This Space
We have more in the pipeline so be sure to check back soon to see what's new!
More marketing books
Take a look at our new Leadership & Management section which we begin with a superb course on Managing Teams
... there's lots more to follow, so keep in touch!
Team Leadership courses
Team Leadership & Line Management
For practical advice on managing teams for results.
Make your team successful and more positive with tons of real-world techniques that work.
  • Team Management for Line Managers & Supervisors
  • Building High Performing Teams (in production)
Watch Out For More!
We have more courses in the pipeline so check back soon to see what's new!
More team leader courses
Great, easy-to-follow courses on how to succeed in sales and presentations
Drive Your Sales to New Levels
Selling Skills course
Learn how to sell more, to more people
Deliver Presentations that Get Results
Presentation Skills course
Build and deliver great presentations
Your Keys to Success are here!
Sales Management course
Manage your team for great results
Great, easy-to-follow CPD certified courses on skills that will change your life!
Learn How to Stop Wasting Time!
Time Management course
Get more out of every day of your life ...
Boost Your Self Esteem: Be Assertive
Assertiveness course
Learn how to deal with bad behavior
Great Communications = A Happy Life!
Communication Skills course
Supercharge your communications
Improve Your Relationships
Building Relationships course
Learn how to be more likeable!
Get a Plan to Beat Your Stress
Stress Management course
Learn how to reduce & manage your stress
It's the Behavior, Not the Anger!
Anger Management course
Control anger in yourself and other people
Site Cookies
We have placed cookies on your device to help make this website better.

You can change your cookie settings in your browser. Otherwise, we'll assume you're OK to continue.

I'm fine with this