Biz Audit Series: Get Your Inbox In-Check

Welcome to Part 1 of the Biz Audit Series.

Get Your Inbox In-Check.

 

This 4 part series will go over different administrative tasks that we all have to deal with.  It is so easy to let them fall through the crack because they don’t seem as pressing as getting blog posts written or marketing your blog.  When in fact, it is very important to stay on top of these admin tasks in order to maintain organization.  The better organized, the more productive we can be.

In Part 1, I will have you go through your email list and weed through all your emails.  I’ve included an email folder outline so you can sort through your current emails and put them in strategically named folders.  This way you can be more efficient and purposeful in your email process.

Let’s get started, shall we?

email audit

Email Audit:

  1. Does your inbox icon tell you that you have hundreds of unread emails?
  2. Does the idea of even attempting to go through them give you heart palpitations?
  3. Are you always “opting-in” but those opt-ins get lost in the mix?

If you have answered yes to any of these questions, know you are in good company. I was in the same boat not too long ago.  It sucks.  You clearly need to audit your email inbox.  An unorganized inbox will result in multiples of the same resources, missed webinars, lost client emails, or other missed deadlines.  

Have no fear lovelies. We can conquer your inbox and get it all back into shape.

Just a quick side note: If you already use Gmail as your primary email, did you know that there is a special Google App call Google Inbox. I like to use Google Inbox when checking my email.  You may not know this but Google Inbox and Gmail are not the same.  

Google Inbox

Inbox is a separate Google Tool that you can access using the 9-dot drop-down in the top right corner next to your profile drop-down.  If you have never used Google Inbox before, you may have to scroll down, and if you still can’t find it, you will need to select “Even More From Google, ” and it is under “See all products.”

Select Google Inbox, and sign in like you would your regular Gmail account. You can also select that nine dots drop down and choose the option to add Inbox to your top tools. That way you don’t have to go through all those steps to find it each day.

When you’ve signed into Inbox, you will notice the set up is completely different, but it is still very user-friendly. 

I think what I like best about Google Inbox is the alerts that tell me that I haven’t opened a certain person’s emails in a while and will ask if I want to Unsubscribe from their list.  This is SUPER helpful.  Sometimes the unsubscribe path is such a pain, that I will just keep getting the emails and deleting them rather than going through a bunch of different prompts to unsubscribe.

Another thing I love about Google Inbox is their ability to snooze an email. If you signed up for a webinar, you can select that email and snooze it until the day of the webinar so that it will pop back into your email the day of the webinar as a friendly reminder. Google Inbox will do it for you!  

I swear, I am not being paid to put this, I just really like Google Inbox. 

Now, back to the task at hand….. 

Time to Start Your Email Audit:

Sign in to your email.  Once you are in, start creating folders. Name them simply so that there is no doubt that you know what is in each folder.  Here is an easy to follow email folder outline that I use for my email.  I have mine folders labeled as Action, Archive, Downloads, Courses, and Favorite.  Then in these folders, I have created subfolders sorted by type of email like newsletters, webinars, Pinterest course, Terra Dawn, etc.  

Woohoo, you have created your folders, so now it’s time to fill them.

Bulk Moving emails:

Bulk moving emails is super easy to do and helps get you organized quickly. I find that this is more straightforward than reading each email first, then deciding where they go. Once you have more time, you can go through each folder and delete or move as necessary.

At the top of your inbox screen there a search bar. Type in the name of a person from whom you get multiple emails. For instance, for me, I will type in “Terra,” for Terra Dawn from Uncork Your Dork. I am signed up for her newsletters, not to mention, I have signed up for multiple challenges, so I have quite a few emails from her. Now, since I get various types of emails from her, the first step is to get them all in one place, then I can create subfolders to sort them more specifically later on.

In Google Inbox, once I have started my search, all the emails I get from her will be on my screen. There will be a top section for “Top Results” and then an “All Results” section. There will be duplicates from Top Results in the All results section, so make a note of this, so you aren’t saving duplicate emails. You will then hover over the circle with the sender’s first initial and a checkbox will appear. Check the box, and then you can scroll down until you’ve reached the end of their emails and hold shift and check the last email, which will select all emails and you can select the three vertical dots to move them to your selected folder. Viola! All of Terra’s emails are now in one folder. 

Continue these steps for all of your emails.

Bulk Deleting Email:

If you subscribed to a blog that you are no longer interested in, unsubscribe and delete those emails.  You will do the same steps as bulk moving, but instead, you will send them to the trash. Google Inbox has the unsubscribe button you can select to stop getting emails from that particular sender. 

Sorting Emails:

Once you have all your emails sorted down to your 5 folders, then you can start creating subfolders and be able to move emails into the subfolders.  If you stay on top of this, sorting weekly should be a breeze.  Especially if you have weeded it down to only receive emails from wanted senders.  Then you want to set aside time to go through the emails in the folders.  It doesn’t do any good to have them sit there in the folders, you need to read them and use or delete them. 

There you have it.  A simple broken down way to audit your email inbox.

Google Inbox is super easy to use, and I find it is more helpful for organizing my inbox than the regular Gmail site.

Hope you found this helpful and will give Google Inbox a shot. Let me know what you think!!

Want to continue reading the Biz Audit Series?

Part 2: Declutter Your Downloads
Part 3: Tame Your Tools
Part 4: Wake-Up Your Website

 

 

Share This!

Leave a Reply

Your email address will not be published. Required fields are marked *