Organizational Rules That Will Make Your Work More Efficient by Using a Shared Inbox

Email is one of the essential working tools, however, in recent years, the number of messages we receive has increased significantly, and at present, we barely manage to cope with the avalanche of correspondence.

The figure that shows the number of unread messages is continually growing and, most of the time, dictates us throughout the day.

Work more efficient by using a shared Inbox

There are many basic approaches and rules when it comes to managing your email. Try to put into practice more and more of them and you will see that you will be able to meet the challenges of the shared inbox management for teams successfully.

1. Keep your inbox empty


As it happens with the vessels that gather in the sink, and your email gets messier if you do not get it on time and it will give you too many headaches if it gets too full. The feeling of stress and overload often comes from Inbox.

The more messages there are, the more you think about how many things you have to do, and you will find it difficult not only to prioritize but also to act. When it occurred to you last time to miss something important as a result of a hidden message on time, well hidden among other emails.

2. Minimize resources


Your email address is likely to reach many distribution lists (groups that only inform you, profile sites, notifications from other networks, but especially many messages from entirely foreign sources).

They act on them in two directions: instantly unsubscribe from any source of unwanted mail and make sure that the ones you keep do not go directly into your Inbox but in a dedicated folder. It is essential that this type of message not divert attention and contribute to the identification of emails that matter, as is often the case. Find here.

3. Close the app


Disable notifications and check emails only at certain times of the day. Otherwise, if you are working with the open email, you can quickly be interrupted and every email, even those that can expect and not of particular importance, will distract you and take care of your type of work.

 If you interrupt for every email you receive, then it is clear why you fail to do your job. Any interruption not only keeps you in place but will generate a delay for another activity that might have already been completed.

Emails only at certain times

4. Sort the messages


Do you need all your emails to go directly to Inbox? Think about those people or projects for which it's essential to be in CC, but it does not matter if you read high-frequency messages. Try to set a series of rules for messages that arrive in your email box, so some of them will jump inbox and land directly into the predestined folders.

Much of the e-mail organization is about the filters you've set up. Some projects you can add color codes to make them easier to distinguish, or you can encourage your team to use some keywords in the subject of the message.

Try to make the filters help you, do not get tangled. For example, filtering messages by the recipient (mainly if you work in the frame of several projects with that person) may not be a very efficient organizational method.

More information: https://www.manager-tools.com/forums/how-manage-team-shared-mailbox

5. Structured archives


What do you do with all the emails you received? Keeping them in Inbox is not an option. Use Inbox as the arrival/receipt space for correspondence, but not stationary. As at the airport, the plane must leave the landing strip as quickly as possible to make room for new planes ready to land, and in the same way, your Inbox should work.

As you finish processing the message, if you need it, then make sure it gets to a specific folder, depending on the projects or types of activities you are working on. The more you develop a better structure, the better you will have a better-organized mailbox, easy to keep in check.

6. Decide immediately


When you read an email, decide immediately what you are going to do with it afterward. The number of options is limited, but most importantly, is not to keep the message in the Inbox.

You can only do this if the answer takes more than three minutes, otherwise, in the other cases that involve you, it acts on the spot. There is no point in keeping the message and then returning to it no matter how inalienable the subject is or how much the temptation of postponement is.

read an email

Hybrid IT Infrastructure


Hybrid IT Infrastructure offers the best of both environments (local and cloud), with all their advantages. Combining on-premises infrastructure with cloud services gives you the freedom to tailor your business approach to your needs.

You decide what volumes of data you move in the cloud or that you keep locally, creating a personalized infrastructure that offers you a lot of benefits, flexibility, and permanent control.

Hybrid IT is the future. It gives companies the chance to be flexible on any change in technology, allowing the freedom to do business in new ways.

The new Hybrid IT trend


In a recent Spiceworks survey for HP Enterprise, involving more than 300 decision-makers in the United States, 93% of respondents said the organizations they use or seriously consider the possibility of approaching Hybrid IT acquis.

 Some of them regarded as hybrid infrastructure to be of real use, given that the company's headquarters is in a hurricane-prone area, and the reliability of cloud services ensures the reliability
of data, file and email storage and availability. Read this.

Also in the survey, nearly 90% of respondents said that Hybrid IT is vital for current IT strategy and the majority (96%) agrees with the importance of hybrid IT shortly. The natural tendency is the desire to keep up with technology and innovations.

Many of those who have already implemented a hybrid infrastructure are satisfied with the efficiency of the foundation. Along with business development, IT infrastructure will also need to keep up with the growth of data and information.

Moreover, a hybrid approach gives them more chances of survival on a hyper-competitive market. Also, there are increasingly fewer concerns or limitations in case of technical problems, while IT staff is far more efficient and can handle other tasks or development projects.

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