Email is a central function of nearly every modern profession, and an astonishingly effective one, but a handful of quirks end up forcing you to spend far more time on email than you might realize.
There’s the constant bombardment of distractions from incoming notifications. There are the cluttered, opaque messages that take minutes apiece to hash out. And of course, there’s the sheer volume—the average worker receives 121 new messages per day, which means even a slight hiccup in email productivity can quickly multiply to have a massive impact on your overall performance.
Thankfully, email productivity tools are available to help you and your team master the art of email, and save significant time every day.
The Best Email Productivity Tools
If your bottom-line goal is to save time on email every day, these are the tools that can help you do it:
You can only change your bad habits and fix problematic situations if you’re aware they exist in the first place. That’s why we built our namesake tool, EmailAnalytics. It’s an analytics tool that integrates with Gmail to help you dissect things like how often you email, who your top senders and recipients are, your busiest days and hours, and your average response times. It’s the perfect way to identify areas that need improvement, and track how you improve over time. You can also use it to track and analyze your employees’ email activity, so you can improve as a team.
2. Microsoft MyAnalytics
Microsoft’s MyAnalytics platform is designed for teams that use Office 365. It serves a similar purpose as EmailAnalytics, helping you identify your habits and analyze how you’re spending your time, but it relies heavily on data from your Outlook account, calendar, and other apps. Once you learn what’s wasting your time, you can take measures to reduce its impact.
3. Boomerang for Gmail
One of the leading productivity tools for Gmail, Boomerang’s primary focus is allowing you to schedule emails to send at a later time. With it, you can also elect to get a reminder whenever it’s time to follow up on an email that never got a response. It’s also possible to postpone receipt of emails, so you can receive and read them when it’s convenient for you. It’s a multi-purpose tool that can help you work more efficiently in each of several distinct areas of email management.
How much time do you spend briefly reading and/or manually deleting emails from newsletter subscriptions and businesses you haven’t taken seriously in years? If you’re like most of us, you have dozens of emails from subscriptions each day that don’t really matter to your profession. Unroll.me automates the unenrollment process, so you can see where you’re subscribed and quickly remove your email address from all those irrelevant lists for good.
Mailstrom is an email tool for anyone with a messy inbox (i.e., most of us). Once integrated with your email account, you’ll be able to filter, sort, and organize your message based on variables like subject line, time of receipt, attachment file size, and who originally sent it. With those factors applied, you can quickly delete the least relevant messages in your inbox.
SaneBox can also help you organize your inbox, and it works with almost any email platform. With it, you can consolidate different types of emails into different custom folders, including a “SaneLater” folder for emails that likely won’t matter to you. You can also use it to mark emails based on whether or not they’ve gotten a reply.
KeyRocket is a relatively simple Chrome extension that end up saving you hours of time when using Gmail. If you didn’t realize, there are more than a hundred keyboard shortcuts in Gmail designed to help you email faster, but the problem with these shortcuts is they take a long time to memorize (and use consistently). KeyRocket automatically prompts you when you take an action that could have been simplified with a shortcut, so you can learn these shortcuts faster and commit them to memory.
Using Built-in Email Productivity Tools
You should also be aware that Gmail and other email platforms typically offer several built-in tools to improve your productivity. One of the most powerful often slips beneath email users’ notice: the ability to turn off notifications. Each notification you get will pull you away from whatever you’re working on and add stress to your day; you’ll be amazed how much more productive you’ll become once they’re turned off.
Use these email productivity tools to learn about and improve your email habits, and those of your team. It will take time for those habits to manifest as real changes in your productivity and performance, but the effort and your patience will be worth it.
Ready to get started with EmailAnalytics? Try it now, instantly, with a 14-day free trial. No credit card required!