A very important part of keeping in sync with the readers in your community is to chat with them through email. Whether it is you emailing them, or they email you — it is vital to keep the conversation going and keep everything organized for the sake of your readership.
People email you for a variety of reasons — to ask questions, get help on something you wrote about, and maybe even ask for your services. Whatever it is, you have to find ways to keep your messages organized because as a blogger (and through the contact form you hopefully have) — your email is out in the open and people will use it as your blog’s following goes up.
The whole reason I am writing this post is because I often find I have trouble keeping my inbox clean. I run two blogs and a growing freelance business, and my inbox is constantly bombarded with notifications from my blog, questions from readers and people interested in hiring me for freelance work.
There was a time where I had to step away from my computer and give up for a while due to the frustration of having such a backed up inbox. You will find that after blogging for a few months, you will start having difficulties keeping your inbox clean as well!
With all of that being said, I want to share with you guys some of the tricks I have learned from keeping up with email over the past few months. It’s not always for the faint of heart, but it’s something you have to work with. First, let’s go over the basics:
Finding the Right Email Service
There are many services out there for managing your email. Some people use the services found in their cPanel from their hosting account, and others manage their email accounts with an application they installed to their computer. Wherever you go to manage your email, you need to find a type of service or application that you’re 100% comfortable using.
I have been through many email clients myself, but one web service I have found to be the absolute best, free email service is Gmail. Gmail is a popular service from Google, and I can’t stress enough how much I love it. I believe every blogger should use Gmail to manage their emails with.
What makes Gmail so great?
Naturally, any service Google offers is very useful and well built (at least, that’s my opinion of Google), but Gmail has so many great little features that makes it the ideal email service for your blog. Here is a quick little overview of my favorite feature of Gmail:
- Spam Filtering & Virus Protection — Gmail keeps you safe on the web and protects you from viruses that can get attached to emails. You can’t turn this feature off by accident, so rest assure that Gmail keeps your computer safe.
- Customization -There are plenty of cool little apps you can add to Gmail that other developers create to enhance the way you use Gmail.
- Tons of space -Google gives you 2GB of space to store your emails. That is a lot of space for an email service, and it’s probably the most you will find online for free.
- Fast and organized web interface -The Gmail interface is organized and very functional. It makes it very easy for you to get around to email messages and replying is quick.
Gmail is very feature rich, and some of the things that are there by default you may not use. The folks over at Zen Habits came up with a great solution to getting rid of many of the unnecessary features Gmail adds in their article creating a minimalistic Gmail
General Organization Tips
When you start getting flooded with emails from your growing community, you may want to look into some of the tips I have for keeping your inbox as light as possible. Seriously, if I hadn’t applied some of these things to my own email, I may have drowned in a mess of emails!
The tips below do not just apply to Gmail users. Anyone with a modern email service will be able to use these tips for organization.
Respond to emails immediately (or as soon as possible)
The quicker you can reply to emails means the quicker they get out of your inbox to make room for the next ones up.
Plus, the faster you can engage into conversation, the more the person who emailed you will respect you. If you wait three days to respond to the email opposed to three hours, you may annoy the sender which for the sake of best readership is not something you want to ever do!
Canned Responses
I often find myself typing the same messages out over and over again. For instance, when a new client emails me for some freelance work, the first thing I have to tell them are my requirements, pricing, timespan, etc. etc. Why type this message out over and over again when I can type it out once an use it over and over again?
Lucky for us Gmail users, there is an application within Google Labs that allows you to save frequently typed out messages and save them. It’s called Canned Responses.
I know there is software out there that allows you to do the same thing, but I cannot remember for the life of me what it was called. If you guys know of any software that you can install to your computer that allows you to save messages and use them for later, let me know in the comments!
Organize messages into folders
I use the same Gmail account for my blogs and freelance. Usually people would split things up like that, but I prefer to keep them the same.
One feature of any email service out there is the ability to organize messages into different folders. So for example, if I get five emails with questions about blogging and three requests for freelance work, I can sort them into separate folders to get back to later if I couldn’t respond to them at that exact moment.
It may seem unnecessary to file these emails into a different folder than your inbox, but it’s actually the most effective. Your standard inbox holds all of the emails you get and dumps them all there. If you can reduce the number of messages in one single folder and divide them into other folders, it will make replying to everything much easier and will be less of a mess to clean up later.
Always Check Spam
As great as spam filters are, sometimes they classify the wrong emails as spam. I cannot tell you how many emails I missed because the spam filter I was using caught it. I put too much trust into the spam filter, and as a result — I lose a few possible clients and left quite a few emails left unanswered for weeks.
As part of your regular routine of checking and replying to emails, always go into your spam folder and see what is in there. I would say that 95% of the time there will be pure spam in there. But, that still leaves room for regular messages to accidentally get filed there.
How do you keep up?
Managing an email account when you have stuff going on for yourself online is not easy to do. Even with the tips I just shared with you guys, it all comes down to how motivated you are to keep up with your community.
I have been itching to include this somewhere in this article, but here it is! If you need motivation to start replying to the people who take the time to message you, then you HAVE to watch this video by the man himself, Chris Pearson. He talks about how important it is to respond back to your community.
Source: Pearsonified
45 Discussions
It’s a good tip to answer email as soon as possible, but I would still keep myself from checking email all the time. But when you do open your mail (e.g. twice a day), answer to the mails that need an answer and archive the rest. And just like Alex suggested, use the canned responses to make it all more efficient.
I don’t like to keep my Inbox organized. I like to keep my Inbox empty
I use autofilters to place the mails to the gmail folders. For the mails I don’t need to read immediately (e.g. mailing lists, and other mails not personally sent to me), I can skip the inbox and archive them directly. I do this with my blog backups the WP-Db-Backup plugin sends to me as well (I don’t need to see it when it arrives as I know it’ll come on the schedule I set it).
Antti Kokkonen´s last blog ..Do You Have The Entrepreneurial Spirit?
I set certain priorities on my emails. If it revolves around freelancing work, I do my best to reply to them within 12 hours. If it’s a blogging question, I will usually give myself more time and answer it with 24 hours. It’s not that that they’re less important by any means, some things just need to be replied to faster than others!
Haha, I like that. I suppose an organized inbox isn’t as satisfying as an empty one!
Thanks for sharing your thoughts, I enjoyed reading them!
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
I also feel Gmail is the best and free mail service.
David Wei@Your Money Online´s last blog ..Attractive Offers for Domains and Web Hosting Plans
Hey that is a great article, I personally love gmail and make sure everything is properly organized. Good stuff here alex
“If you guys know of any software that you can install to your computer that allows you to save messages and use them for later, let me know in the comments!”
Notepad ftw!
Adam Baird´s last blog ..Win 1k for Tweeting!
Very true, but I was looking for something a bit more automated!
What I was referring to was a program that let you assign a hotkey, and when you pressed it automatic text was pasted into the text box. I used to use it when I was a Windows loony, but I forget what it’s called after all this time…haha.
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
We have been using Gmail for a long time now and one of the things I love is the ability to integrate it with our domain email. Clients can send email to @erayne.com and we can respond from the same email address, all within Gmail.
Since we all share one primary email account we use the different label colors to indicate different status’. We also keep the inbox empty except for important messages or tasks that haven’t been assigned or responded to.
Yeah, I attach the email @blogussion.com to Gmail and it’s amazing for managing our inbox.
Thanks for stopping by Bill, hope you enjoyed the article!
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
Nice tips it will help me organize my email inbox . and you are right Gmail is so great
I use microsoft outlook because i’ve brand my signatures according to the website/blog logo. One thing though that I’ve failed to figure out since upgraing to office 2007 from 2003, I’m no longer able to organise the folders as before. How do you organise email folders on 2007?
Hey Muzi, thanks for stopping by!
Unfortunately I have never used Outlook but I did a little Google search for you. There has to be a way to still manage folders though wouldn’t you think? I mean, a feature as useful as that couldn’t have been removed in the update!
Here is the Google Search: Click here
And here is a result I think you may be interested in: Click here.
Let me know how that helps!
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
The email juggling act gets old but it’s a necessary evil for me. I manage more than one site so I have separate accounts for each. Luckily, I use gmail for my personal emails and it’s a god-send.
Gabe | freebloghelp.com´s last blog ..Twitter won’t let you be a total sheep
I’m with you Gabe, but it’s something I have learned to *try* and embrace rather than hate it! I do enjoy communicting with different people every day, don’t get me wrong! It’s just sometimes it gets too overwhelming. I just can’t imagine what Darren Rowse or John Chow go through!
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
I use the email that comes with my paid domain and it works well. But I definitely use the free mail service for my personal items. I use Hotmail, Live but Gmail sounds like the better service as far as free goes.
Ms. Freeman´s last blog ..10 Reasons to Start a Blog
That’s fine too. Even though I recommended Gmail in the article, it’s most important that you find a service that you are most comfortable with!
Thanks for sharing that you use Hotmail. It seems everyone else in here uses Gmail, but it’s cool to know that there are some non Gmailers here as well!
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
One thing to consider is that the faster you reply to an email, the quicker they will reply. So by replying quickly, you’re creating more work for yourself down the road… But you’re right, Alex, it’s still best to reply as quickly as you can.
Good article, Alex! I don’t have sound right now so I’ll have to come back to watch Chris’s video.
Nick Tart | JuniorBiz´s last blog ..Don’t Buy a Book Without Finding Where It’s Cheapest
It’s true Nick, but I think it’s important that you just get it over with as soon as possible. There’s no one saying you have to reply the second you get the email of course! But yeah, I prefer to get a conversation started and finish it up in a timely manner.
The video is really great Nick, I watched it twice haha.
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
Watched it! He’s a cool guy who knows what he’s talking about.
Nick Tart | JuniorBiz´s last blog ..Don’t Buy a Book Without Finding Where It’s Cheapest
For me folder plays an important part to organise my inbox plus I am very active in deleting not required email is also vital.
ZK @ Web Marketing Blog´s last blog ..Firefox Turns Five
Folders have definitely saved my inbox of a lot of clutter as well!
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
Gmail really works for me. I like it’s clean, fluff-free look and the Google Adwords keep sensibly to the side. I usually have time set aside for responding to emails and try to reply sooner rather than later. I believe sending a quick reply reflects well on me and my business/blog the same way answering questions in my comments section does. There have been emails snagged in the Spam folder so I try not to forget to check for those daily.
David Walker´s last blog ..Live Webinar – Thursday 12 November 5pm EST
My thoughts exactly. I used to use the Mail application for Mac, but for whatever reason – the Gmail interface has always been easier for me to use.
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
Cool Post Alex..
For the first time read something about emails & blogging together. good read !
Emailing is a major factor in blogging, it was bound to come up here someday!
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
I use Gmail to for my email service, it is loads very fast and very simple and easy to use too. Also, using Gmail support many Google products like Adsense, Adwords, Webmasters, Analytics, and also my blog platform, Blogger.
Reza Winandar´s last blog ..100 Adsense Tips – Part 1
Yes, Gmail is by far the cleanest and fastest loading service out there!
I also like how Google makes all of their other services accessible with Gmail. I use a few of their services, and it’s nice to know how easy I can jump from one to the other with just a Gmail account!
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
This is sooo true! I am a Gmail user as well, and I all for saving time and the process of elimination, therefore I check my email and respond right away. One less thing to worry about later.
I’m glad you mentioned to check your spam folder. I rarely or never do. I need to.
Thanks for the post Alex!
Laters,
Arie
Arie Rich´s last blog ..Lee Mekhai…Talent Beyond Words
Thanks for stopping by Arie! The spam folder took emails from potential clients, notifications from my blogs and so much more. I learned my lesson big time, so always check that folder!
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
Autoresponders are great! I also find that using labels in Gmail can help you a lot. I like this idea about replying to email as soon as possible. Because if you leave i for “later” they will pile up and you will never get it all sorted out like you should. Nice post!
Gordon Cindric´s last blog ..CSS For Absolute Beginners
I’m surprised I didn’t bring labels up here! I use them to sort a few things myself actually.
Thanks for stopping by Gordon!
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
Gmail s offline mail service is very effective way for scanning thru mails in air time
Dieta´s last blog ..Dieta especial fez Xuxa perder 10kg em um mês
What exactly is offline Gmail?
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
I have been using Gmail since last year, i am sick and tired of using Yahoo lols. Anyway thanks for the tips on how i can organize my inbox
I only signed up for a Yahoo account for Flickr…nothing else. I hate their email system haha.
Alex´s last blog ..8 Funny Things I Learned From Designing That I Apply to Life
I’ve started downloading to my desktop and saving in HTML format…works awesome.
Dennis Edell´s last blog ..He/She Has Unsubscribed – Should You Ask Why?
Never heard of that idea my man! Thanks for sharing that one. :p
Exactly I have the same opinion. Once upon a time I used to utilize the Mail application for Mac, but for no matter what cause – the Gmail boundary has for all time being easier for me to utilize.
I use the Mail app for one email account only, but it doesn’t get much email sent to it so I can easily manage it from there. It’s either the Mac app, or the crappy cPanel interface!
Love your tips here. I prefer using an email client such as Thunderbird. I can set many filters to kill spam messages as well as using it as an email server which can forward, auto reply, do some automate and extend its strength by using extension. It’s a Firefox’s brother, so you can take advantage on many plug-ins for Firefox also.
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I tried Thunderbird once, and it’s either 1) I didn’t feel like learning how to use it or 2) it has too much going on. I just could not use it without hating it for some reason!
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