If you have someone on your team who helps you with your processing, how do you set things up so they can access email and process with you?
- Most of the time, most of us are the only ones using our email inbox. However, there are times when it's a wise strategy to share your email inbox with someone else to distribute the load and be more productive. Some examples include if a team member goes on medical leave and someone else needs to help them with their email while they're gone, or where someone has an assistant, virtual or otherwise, who is trying to lighten the load.
First, you'll want to establish one person as the primary email user. In other words, they're ultimately in charge of what gets sent out of the box, and the other person acts as the secondary user. It doesn't matter who you choose for which role so long as there's a hierarchy. Second, you're going to need to set things up technically so that you can both access the email. This may be as simple as sharing a username and password, or it may be more complex where you need to involve your IT department to create a shared account.
Once that's established, now we need some rules of the game. How are you to work together with this email inbox? Many of my clients have used a yes, no, maybe tool to establish a way of working together. Think of this as a simple piece of paper with three columns written on it. In the yes column are all the emails that the secondary user can deal with on their own.
For example, response to frequently asked questions, sales inquiries, junk email, and so on. List all the different kinds of email that might fit into the yes column. In the no column, these are the ones where you and only you should work on them, things like more complex responses, personal email, or emails from top or best customers that you absolutely need to make sure are done right. Then in the maybe column you list emails that you could discuss together.
This could happen on a weekly call where the secondary user asks the primary user whether or not they can handle them or what they should do with them. Then the work flows as follows. The secondary email user regularly logs in to the email and deals with every kind of email that they can fit in the yes column. For every email that is in the no column, they will flag it or mark it in a way that both people have agreed upon.
For example, in Gmail, starring the email in yellow communicates to the primary email user, these are your emails to deal with. Then for the maybe emails, flag them in some different way using a different color coding. Then you both know that you can talk about these in a one to one meeting. Or if the primary email user wishes, they can send a note to the secondary email user that they took care of it, or they can instruct, you can take care of it and this is how you do it.
This creates a clear pattern of communication that both of you can use to quickly and cleanly conquer that inbox.
Author
Updated
4/15/2019Released
4/11/2016Productivity expert Dave Crenshaw provides techniques on a wide variety of topics, designed to help people better manage their time and ultimately become more productive. Tune in to learn about everything from managing emails and calendars to setting priorities, collaborating with coworkers, reducing interruptions, crafting a "productivity mindset," and creating a more comfortable and effective work environment.
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- Reducing interruptions
- Dealing with feeling overwhelmed
- Responding to quick questions
- Making the most of meetings
- Following up
- Implementing a closed door, open calendar policy
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Introduction
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Welcome43s
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1. Time Management Tips
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Power tips for sending email3m 14s
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Positive procrastination3m 15s
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Remove the "busy" tag2m 58s
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Time management for students2m 59s
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Ending meetings with action1m 44s
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Building a not-to-do list2m 46s
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Avoiding the crowd mindset2m 58s
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Placing a value on your time3m 30s
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How to schedule a meeting3m 35s
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How to develop flexibility4m 19s
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The trouble with texting3m 48s
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Create a perhaps list4m 58s
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Reduce attention switches4m 46s
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Adapt your favorite app4m 33s
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Make time to get more time3m 49s
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Read vs. unread email3m 52s
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Make time to have fun3m 57s
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Create a morning ritual3m 23s
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When to create new homes3m 26s
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How to reduce spam3m 48s
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Why repetition saves time2m 48s
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Productive passwords2m 3s
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Productive web browser tips1m 51s
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Writing a productive email1m 55s
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Commit to your calendar1m 54s
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What to say instead of ASAP1m 46s
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Set voicemail expectations1m 43s
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Set email expectations1m 46s
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How to use an inbox1m 41s
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How to use an outbox1m 53s
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Video: Share email with a team member