How to Be More Productive With Your Email


If you're not careful, email can quickly turn into a huge time suck that saps a lot of your energy and productivity. One study indicates that reading and responding to email makes up about 28% of the average person's work week! That's an absolutely staggering figure. Fortunately, there are ways that you can improve your email productivity and reduce that number.

Here are some tips, so you can be more productive with your email:

1) Unsubscribe from everything that isn't necessary. Over time, you've probably built up quite a list of subscriptions simply by filling your email out on web forms. One easy way to do this is to use a web app called, which will present you with a list of all the email productivitysubscriptions you currently have with your email address and gives you the option either to unsubscribe or combine them all into one single message.

2) Turn off email notifications on desktop and mobile. It's natural to feel like you need to check your email and respond as soon as you get a notification, but this can easily derail you from accomplishing other important tasks. Instead, schedule certain times throughout the day where you'll check and respond to emails, and don't let yourself be distracted by notifications.

3) Keep your responses succinct. There's no need to add fluff to email messages; you're using them specifically for their convenience and efficiency. Get across the critical facts that you need to deliver and the main point you're trying to make without going too deep into unnecessary chit chat.

4) Use filters and folders for your messages. If you get a lot of emails every day, you may want to consider setting up custom filters to sort these messages. Put action items in one folder, emails requiring a response in another, lower-priority mail in another, etc. This will help you to easily prioritize and categorize what you have in your inbox.

5) Use canned messages when appropriate. If you find yourself sending out the same sort of email a lot (thanks for ordering, letters of introduction, etc.) create several canned messages that you can customize depending on the recipient. This will save you a ton of time in the long run.

Email is an important tool for business, but you shouldn't feel like it's running your life. For more information about how to make your email usage more productive, contact us today at Viral Solutions.


infusionsoft certified consultant


Thomas von Ahn | Chief Elephant Slayer | Viral Solutions LLC
thomas von ahn

Watch out elephants! This slayer of business challenges comes with 30 years of record breaking sales, marketing, operations, training and leadership experience . He has worked face-to-face with 100’s of small business owners as well as large firms. His love of creating, communicating, developing and executing results for clients shines with each project, publication and training event. His entrepreneurial spirit, passion, industry experience, education, problem-solving prowess, charismatic personality and been-there-done that attitude leads his client focused approach.



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About Thomas von Ahn

With more than 30 years of experience in B2B sales across various industries, Thomas has unique insight into both the offline and online sales sphere. It was during his time in the trenches that Thomas noticed a recurring theme: Though business owners are knowledgeable about their craft or trade, they often struggle to market and sell to their prospects. This realization is what prompted Thomas and his now business partner, Christine, to bring Viral Solutions to life. Since starting the company, Thomas has been able to assist countless business owners in developing a solid marketing plan based upon sound marketing strategy, then assigning the marketing tactics to a team of talented employees, and, finally, watching those actions unfold—his true passion.

Though Viral Solutions is on Thomas’ mind 24/7, he does occasionally take a break to cheer on the Green Bay Packers and enjoy his adopted home of Wisconsin. Much of his family also works at Viral Solutions, and this closeness with family and employees is the cornerstone of the Viral Solutions culture.