Tip of the Week: How to Efficiently Manage Your Email

Tip of the Week: How to Efficiently Manage Your Email

Email is one of the most valuable tools that a business has at its disposal, but even so, its true value can easily be wasted if it isn’t used to its fullest potential. To avoid this, we’ve put together a few of our favorite ways to streamline your business emails - and maybe fix a few bad habits along the way.

Don’t Be Afraid of Reusing an Email!

How often do you find yourself sitting down to write a response to an email, only to think of all the other times you’ve had to do the same thing, effectively verbatim? You know the messages: the “thanks, but I’m not interested,” the “you should have emailed this other person,” or the “yep, got it, need anything, thanks!”

These messages are the modernized cousin of the form letter, so why not use a standardized template for them? Your email platform of choice should have the capability to create these templates for your messages, or as they are referred to in Outlook, “quick parts.” In Gmail, they are called “canned responses.”

By setting up these templates, you can save your future self a lot of time rewriting the same message.

Use Groups!

Let’s say you frequently share news with your team and its various departments, or a particular team you’ve put together internally for a project. Whatever the case may be, you want an easier way to send a message to a set group of people.

In Gmail, you can create groups to send messages to later, that make a sort of forum in an email message. It really simplifies the task of reaching out to large groups of people in the office regularly.

Stay Organized, or in Other Words, Don’t Be Afraid to Archive!

One of the most common reasons that even the most organized inboxes get cluttered again: those emails that you just keep around in your inbox. 

Whether they came in from a newsletter you’ve subscribed to, or if they were shared in a particular email chain that you keep going back to, these emails get in your way.

Maybe there was an idea in there that you really liked, as in, this was a good idea, one that could potentially take your business to the next level, even the level after that. But wouldn’t you know it, now just isn’t the right time to do something like that, but we want to someday!

So, to make sure that you had the seed that planted the idea when the moment was right, so you could swoop in and embrace the opportunity at some later date, you’ve kept this email… and a bunch of others that also had good ideas.

Honestly, how likely is it that you will ever actually put one of these ideas into practice? You’re likely better off deleting messages like these. However, if you really, really want to keep them, try creating a folder called “Future Plans” After all, your good intentions should be put somewhere.

Now, we kid, but don’t miss out on the improvements that small adjustments like these can potentially make. Make sure you subscribe to our blog for more tips to help you get the most out of the technology that drives your business!

Related Articles

  • Tech Term: What are Proxy Servers? While proxy server is a tech term that is frequently cited, it is not understood by a vast majority of people. Today we will describe what a proxy server is, and why organizations like yours use them. What is a Proxy Server? Simply put, a proxy server is a computer that acts as an intermediary be...
  • Tip of the Week: Awareness is Key to Mobile Device Security With more and more businesses relying on mobile devices for their business they have to be sure that the use of these devices doesn’t present security issues for the company. With all that is happening in business computing today, finding out how you can protect yourself in lieu of the prevalence sm...
  • Tip of the Week: 3 Ways to a Faster Boot Time Your time is valuable, so you don’t have time to waste on waiting for your Windows operating system to boot up. In the interest of saving time, today’s tip will go over three ways to speed up your Windows 10 boot time. Of course, you should always check with IT to make sure it is okay before you ...
  • 4 Internal Threats Every Business Owner Should Understand In light of all the data leaks and vulnerabilities that have been brought to light over the past few years, network security has to be a priority for every business. One problem many organizations have is that while they are protecting their network and infrastructure from threats outside their comp...
  • What Could Possibly Be Wrong with Your Computer? Slow computers are one of the small annoyances in an office that can implicate a much larger issue is hidden. The frustration stems from not being able to get anything done, whether it’s because the computer isn’t responding to your commands or it’s so slow that you can’t accomplish anything notewor...
  • Tip of the Week: Keyboard Shortcuts to Save You Time Even the simplest tasks in the office can eat up a surprising amount of time over the span of a year. For example, did you know that switching from your keyboard to your mouse can consume up to eight full work days every year? By taking advantage of keyboard shortcuts, you can cut down on the amount...

Time For a Change?

If your business seems to be caught in a never-ending cycle of computer problems and complaints, perhaps you have been focusing on the symptoms rather than the source of the problem. The underlying cause is most likely a lack of professional IT management. At White Mountain, we take responsibility for the operation, management, and support of your IT infrastructure. Don't settle for the IT systems cycle of torture, there is a better way, give White Mountain a call today.


Onsite Service Coverage Area

Onsite Computer Support Services are available to businesses within 100 miles of Nashua New Hampshire. We have excellent onsite coverage from Concord NH, south through Manchester NH and then down into Boston. From Northern and Central Mass we cover from Worcester, east to the North Shore, including the Salem and Portsmouth NH area.


White Mountain IT Services
33 Main Street, Suite 302
Nashua, New Hampshire 03064





cloud desktop2 Cloud Desktop Login

Open Positions