Stop Wasting Time and Get Your Email to Organize Itself

All of us deal with it, some more than others; it’s that annoying ding, vibration or alert letting you know that you have another email. We check it quickly, just to see another shipping notification from Amazon or some other unimportant email that distracts you from your work. This post is about keeping you focused and saving you time, our most precious commodity.

Many people know that you can filter email, but it seems like something that would take too much time to set up to make it worth it. I got to that point myself after having all kinds of filters sending messages to 50 different folders. It was ridiculous.

SaneBox changed my mind on the much so that I’ve recently become a reseller of their product after seeing what it does for my clients and my own email. I think you’ll be impressed. This tool is your rock-star executive assistant keeping you focused on what’s most important. SaneBox moves unimportant emails out of your Inbox into a separate folder, and summarizes them in a daily digest. There is nothing to learn or install. It analyzes your past email behavior and social network connections to determine what’s important to you.

I was surprised just how accurate it was without doing anything. I was religiously checking the Later folder to make sure I didn’t miss anything and it took days before something got put in there that I didn’t want there. Once I saw this worked as well as it did, I set up one of my clients, Robert D. Smith, with this. He had over 500,000 emails and gets more email than I have ever seen. He also had about 30 different email folders to organize all that email and used about 5 of them.

Here’s what we did to get an email account with over 500,000 emails under control and automated:

1. Sign up for a SaneBox trial.

2. Look at all the folders he was using and consolidated to the bare essentials. Less choices means less time and energy trying to decide where things should go. Make broad categories and search.

3. Create a “Custom Folder” on Eg. Robert gets a ton of receipts for people buying product and needs to keep those records. We created a folder called Shipping Notifications so all email related to products and shipping get dumped into this folder automatically so he can review when necessary. Another client uses this to separate social notifications for different clients they manage. If any email has a specific subject or address, it will gets put in the right spot so there is no confusion.

4. Move emails into the folder that you just created. For Robert, we took his old folder of UPS notifications and dragged them into the new folder we created on SaneBox. That’s it. Nothing else had to be done to make it work. Emails started flowing into that box automatically, the “setup” was just dragging the emails into the folder so SaneBox knew what to put in there.

We did this for the few other folders he needed and that was it.

From there we got to play with some of the other features like Reminders. With reminders you can bcc and if the person receiving the email doesn’t respond in 3 days, SaneBox sends you an email so you know to follow up with them. 

Another great feature is the Black Hole. You know how sometimes you get these emails and you can’t seem to get off their list? You’ve unsubscribed 5 times and yet they still keep emailing you? Yeah, throw that email in the Black Hole and you’ll never see it again.

If your interested in making your correspondence less of a headache, and much more efficient sign up for the trial here.

Like this and want to hear more about how you can save time, money, and speed up your Mac? Please reach out to me through email or schedule a call. I’d love to hear what you’re doing and see how I could help.

Question: What do you do to stay on top of your email? Is there another service out there like this that you’ve used? Let me know in the comments below.