How to manage email step by step to improve productivity

Have you ever stopped to think about how many times you check your email each day? Maybe you don’t know the exact number of times you visit your inbox over the course of the workday, but you do know that you often stop paying attention to your work in order to take care of an email you just received. How do these small interruptions affect your productivity? As you know, at IBMH we opt for a job well-done and maximum quality. That’s why, some time ago, we decided to manage our email correctly to improve our productivity. We’ll tell you how!

Incorrect uses of email that interfere with your rhythm at work

Just a couple decades ago, email arrived as an electronic replacement for written communications on paper. At the time, this innovation was truly incredible. A fascinating technological advance that promised to change and forever improve our communications, making people and companies much more productive.

However, the resulting reality is quite different, to the point that email, if not used properly, can become a major barrier to productivity in an organization.

Did you know that one of the main causes of low productivity in business organizations is the incorrect use of email? To learn how to manage email, first we need to analyze how companies are using it incorrectly:

  • Many people have turned on automatic notifications for their email in real time. This means that, each time a new message arrives, they are allowing the corresponding notification to disrupt their concentration.
  • In most cases, they stop what they are doing to see what has arrived, or worse, they drop everything to work on the new email.
  • Using email as a substitute for phone calls or for a meeting, whether in-person or virtual.
  • CC-ing people unnecessarily; using “subjects” that aren’t clear enough (or even leaving this field blank); not thinking about what needs to be said or structuring the message before writing it… These are a few other mistakes that are made with email.


These behaviors that we have just described are precisely the opposite of what is recommended to manage email correctly and obtain an increase in productivity.

Recommendations from IBMH to manage email correctly

At IBMH, we’re convinced that email is a tool that, when used properly, can be very useful. In our company, we only use email to communicate with certain external collaborators. We try to resolve all other matters personally or by phone. Similarly, when we do use email, we try to manage it well in order to be efficient and not waste time.

So, what can you do to manage email so that it doesn’t put a dent in your productivity? It’s very simple; the key is in optimizing your email, and to do that…

Turn off all email notifications

Check it only at prescheduled times each day. To do this, designate specific times during the day for checking your email. These are times in the workday that will be explicitly dedicated to checking and responding to emails.

When you contact someone in writing…

Always try to anticipate any possible questions that they could ask you later, and then answer them in advance. Also, clearly indicate the specific purposes of your communication. The idea is to lay out all the information from the beginning; that way, you’ll avoid unnecessary follow-up communications that cause you to waste a lot of time.

Furthermore, you should remember that interpersonal relationships are essential for good business. Whenever possible, opt for warm, personal treatment, especially to resolve any conflicts, which can be more difficult over email.

Send emails with a specific purpose

To manage email correctly, messages need to be sent with clear objectives that don’t require you to be constantly answering them. Because if an email comes and goes more than 4 times, it means you’re wasting more time than you need to. In these cases, it would be better to pick up the phone, call, have a conversation and clear up everything directly and efficiently. It will likely be much faster. So, our advice is that, the next time you send an email, you specify and highlight what your purpose is. Try to give all the necessary instructions so that the recipient has all the information they need. Avoid open-ended conversations!

At IBMH, we put all our effort into tending to every aspect of our business using all the technology available to us in order to achieve maximum productivity and offer an excellent service as a result. If you want this for your hardware company, too, and you’re looking to increase your business’ profits, please feel free to contact us today. We’ll be delighted to help you.