Want to see exactly how to do all of this stuff? Then let me show you in my free Gmail course. I also created coloured Gmail labels called Action (red) and Waiting On (orange) so I can see the status of an email at a glance. I use coloured stars to keep track of emails from a specific contact or on a certain topic. It may sound obvious but it’s easily forgotten, and grouping contacts mean you can email everyone in one go and makes things much easier if you want to export them later. When you add contacts to your address book, take a second to put them in a group and write a note saying who the person is and where you met them. It only takes a second and then it’s done forever – also, you don’t need Twitter and Facebook notifications half the time, so make sure you untick those boxes in each platform’s settings. If you’re always deleting notification emails from LinkedIn groups or specific newsletters without reading them, you’ll save yourself a lot of trouble if you just unsubscribe. I’m stunned when I see inboxes with hundreds of emails in them and can’t imagine how the owner can keep track of it all – or sleep at night! Once an email has been actioned I either delete it, archive it or put it in a folder. I never have more than half a dozen in my inbox and these are always things I’m currently working on. You have to be merciless with emails or they’ll completely overwhelm you. This is how I easily access my client’s Gmail accounts too. I can easily switch between this account and my main Gmail account without having to log out by granting myself user Access Rights in the settings. I have another Gmail account that I use purely for friends and family as well as for personal newsletters such as updates from easyJet and Amazon. Because I only use this address for newsletters and other bumpf, I avoid being distracted, my work inbox is preserved for client emails and I can decide when I want to read this stuff rather than having it forced upon me.Īlso, if a newsletter arrives in my work inbox then I know that I definitely didn’t sign up for it! A personal email account I have a Gmail address that I use solely for business newsletters and social media updates. I also have a main folder called ‘Clients’ and each client has their own folder with the occasional sub-folder for specific projects. Once I’ve read and dealt with an email, I file it in various folders which include one called Admin which has subfolders for login details, hosting info and other stuff related to my businesses. My VA Handbook email address is the only one that comes straight into my main inbox and all the others bypass the inbox and go straight to their own folders. I have a different signature for each account and I use Gmail’s template feature to reproduce commonly sent emails. I also import my VA Handbook account and any other accounts that clients have allocated to me. I keep this account as clean as a whistle and I import everything into my main Gmail account so I can use their amazing productivity features. I have: A main work email account and hub The way I manage mine is to use different accounts for different activities. Emails from and for different VA clients, personal ones, updates from the billion social media and other business sites we’ve signed up for, unsolicited ones, emails from new enquiries and just all the random other ones that seem to come in all the time. If you’re like me then you receive a ton of emails every day. How to better manage your email account Break up the party From the multitude of emails you personally receive to the ones for and from your clients, if you know how to firmly take control of all the different accounts and emails, you’ll not only be a better VA, but your clients will adore you. Tips for managing emails and multiple email accountsĮffectively and efficiently managing email accounts is a vital skill for any Virtual Assistant.
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