Dealing with emails

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newsletter of social squids
As a business owner, I’m sure you get a ton of emails every day just like I do. Keeping up with emails can take a good chunk of time every day.

Dealing with the junk

The first thing I do is clear out the junk. I set up rules (which you can do on a Mac) to send mail from spammers to my junk or trash folder and they’re gone forever.

I don’t unsubscribe from emails from people I know, but I get added to mailing lists all of the time and they are not emails I want or need. So I unsubscribe.

If you set up an account with a company where you buy things online, don’t subscribe to their emails unless you really want them. Many of them send daily emails, or at least weekly emails that can fill your inbox quickly.

You might get notices from social media sites, you can limit them by changing your setting in the social media site to not receive email notifications from them. Of course, don’t delete the ones you need. I like to know when someone messages my business pages so I can respond to them quickly.

Responding to emails

A good rule of thumb is to wait to open emails until you have time to answer them. Don’t open an email and think, “I’ll get back to him later.” Do it now and be done with it. People lose business every day because they don’t get back to people.

Make sure people know you are answering the emails and not a bot. Create a signature with your name, website, phone number and any other pertinent information they might need. That shows the sender you are responding and not an underling.

Put the sender’s name in the greeting (and always write a greeting) when you respond and be personal. If the email is coming from your website contact page, it’s just as important as a direct email.

Be sure to plan time in your schedule for responding to emails so you don’t get behind. They add up quickly and will end up costing you a good bit of time to get caught up again.