Chapter 42: Take Control of Your Inbox

Tame That Thang

GM. How's your week going so far?

Specifically, how's your email inbox?

Probably all clean by now?

Ha.

I used to be one of those folks who religiously cleaned out her inbox to zero by the end of Tuesday.

Not completely empty. But at least everything was read. And sorted and dealt with somehow.

What a joke.

Come to think of it I think I just did that because I think I hated that job at that time. I hated everything about that job.

When I was a teenager, I had a horrible food service job.

From 9am to 5pm it was solid busy. Except for a 15 minute break in the morning and in the afternoon, and a 30 minute lunch, I slung hot dogs, sodas and chips. It was hot, it was humid, it was noisy (the manager insisted on blasting a top 40 pop radio all day long!!!).

I thought that was my worst job. But this supposedly cushy office job was worse.

It was at a small software development company. Super sus. Everyone hated each other. Everyone backstabbed each other. They routinely lied to their customers about their capabilities. A real burn and churn biz.

So I just spent time going through my emails. Every day. So I didn't have to talk to anyone else.

Glad that's over.

That was before AI though.

If you’re like most people, your email inbox can sometimes feel like a never-ending to-do list.

Mine does.

Managing emails can be overwhelming and time-consuming, but what if I told you that AI could help you take control of your inbox and boost your productivity?

WHY

Emails are an important part of our professional lives, but they can quickly become a source of stress and distraction if not managed effectively.

Good email management is essential for staying organized, reducing stress, and ensuring that important communications don’t slip through the cracks.

With the help of AI, you can streamline your email processes, prioritize tasks, and maintain a clean and efficient inbox.

STORY

Meet Jake, a marketing coordinator who constantly struggled with an overflowing inbox. Important emails would get buried, and he spent hours each week just trying to keep up. Frustrated with the chaos, Jake decided to implement AI tools to manage his emails. He used an AI-powered email assistant to prioritize messages, filter out spam, and even draft responses. Within weeks, Jake’s inbox was under control, and he found himself spending significantly less time on email management. His productivity soared, and he could focus more on his creative projects. AI didn’t just help Jake manage his emails—it transformed his workday.

HOW

1. Email Sorting and Prioritization: AI tools can automatically sort your emails into categories such as important, social, promotions, and updates. This helps you focus on the emails that matter most. Tools like Google’s Priority Inbox and Microsoft Outlook’s Focused Inbox use AI to prioritize emails based on your reading habits and interactions. More for you to look at are SaneBox, Sortd, Mailbutler, Front & Spark
2. Spam and Unwanted Email Filtering: AI-driven spam filters can identify and remove unwanted emails before they even reach your inbox. These filters learn from your behavior to improve over time, ensuring that your inbox remains clutter-free.
3. Automated Responses: AI can help you draft responses to common emails. Tools like Google’s Smart Reply and Microsoft’s Suggested Replies analyze the content of an email and suggest quick, relevant responses. This saves you time and effort, especially for routine communications.
4. Email Scheduling and Follow-Ups: Use AI to schedule emails to be sent at optimal times and set reminders for follow-ups. Tools like Boomerang and FollowUpThen can automate these processes, helping you manage your email communications more effectively.
5. Natural Language Processing (NLP): AI-powered NLP tools can analyze the tone and content of your emails, helping you craft more effective and appropriate responses. Grammarly and Hemingway are great tools for ensuring your emails are clear, concise, and professional.

TIPS

1. Start Small: Begin by integrating one or two AI tools into your email routine. Monitor their impact and adjust as needed. Gradually incorporate more tools as you become comfortable with the technology.
2. Customize Settings: Take advantage of customization options to tailor AI tools to your specific needs. Adjust filters, set priority rules, and personalize automated responses to align with your workflow.
3. Regularly Review and Update: Regularly review your email management processes and the performance of your AI tools. Make updates as necessary to ensure they continue to meet your needs and adapt to changes in your work habits.
4. Stay Organized: Use AI tools in conjunction with traditional email management practices. Create folders, labels, and rules to keep your inbox organized. AI can enhance these practices by automating routine tasks and highlighting important messages.

Let's chat with your fav chatbot on this:

You: "My email inbox is a total disaster. I get way too many emails every day, and it’s impossible to keep up. Help!"

AI: "I hear you! Managing an overflowing inbox can be really overwhelming. Let’s tackle this step by step. What’s the biggest issue you’re facing right now?"

You: "There's too much. I can’t keep track of what’s important and what’s not."

AI: "I recommend trying SaneBox. It’s an AI tool that automatically sorts your emails into different folders based on importance. This way, you can focus on the most important messages first and deal with the less critical ones later."

You: "Okay, but what about spam and unwanted emails? They clutter my inbox and waste my time."

AI: "For spam and unwanted emails, you can use Zoho Mail’s Smart Filters. They have powerful AI-driven spam filters that learn from your behavior and improve over time, keeping your inbox clean and clutter-free."

You: "That sounds useful. But even when I get to the important emails, I spend so much time writing responses to routine messages."

AI: "For that, try Mailbutler. It offers AI-powered email templates and smart responses that can help you draft replies quickly. This saves you a lot of time, especially for repetitive emails."

You: "What about managing follow-ups? I forget to follow up on important emails, and things fall through the cracks."

AI: "Front is a great tool for managing follow-ups. It lets you set reminders for follow-ups and even automate the process. You can schedule follow-up emails to be sent at optimal times, ensuring you never miss an important communication."

You: "I’m also concerned about security and privacy. How do I make sure my emails are safe when using these AI tools?"

AI: "That’s a valid concern. Most reputable AI email management tools, like SaneBox, Zoho Mail, and Mailbutler, use advanced encryption and comply with strict privacy regulations. Always check their privacy policies to make sure they meet your standards."

You: "Alright, that helps. But how can I make my emails more effective and professional?"

AI: "For crafting clear and professional emails, try using Grammarly. It’s an AI-powered tool that analyzes your writing for grammar, tone, and style, ensuring your emails are well-written and effective."

You: "Thanks. I’ll give these a try and see how they help."

AI: "You’re welcome! With the right AI tools, you can take control of your inbox, reduce stress, and boost your productivity. Good luck, and feel free to reach out if you need further assistance!"

I sound almost normal, but why does ChatGPT have to sound so cringe?

Anyways, despite every other more effective way of communicating with people, email persists.

You'd think someone would have come up with something better by now.

Can't see just talk through Insta or something?

Necessary evil.

THOUGHTS?

Got any? Let me know - my emails at the bottom.

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Have a a great rest of the week!

Nikola Harper, Editor, Workflow Wednesdays, 10xYOU​

PS: You can always email me directly at nik@10xyou.us​