Working professionals spend, on average, 28% of their working day reading and answering emails, according to a McKinsey analysis. For the average full-time worker in America, that amounts to 2.6 hours and 120 messages per day.
Rahul Vohra is the CEO and founder of Superhuman, a subscription email app that promises a faster, streamlined experience. Superhuman is popular in Silicon Valley, counting execs from firms such as Slack, Spotify, and Dropbox among its clients.
Vohra is a two-time founder in Silicon Valley and has been figuring out how to make email better since 2010, when he launched Rapportive, an earlier version of Superhuman that sold to LinkedIn in 2012.
While working at LinkedIn, Vohra noticed that many professionals didn’t read most emails to save time, he said. So in 2014, Vohra launched Superhuman, raising a total of $33 million in funding over four rounds. In 2019, the email software quadruped its business and hit $20 million in revenues according to Forbes.
Read on to see Vohra’s five tips to boost email productivity and get to inbox zero.
Learn email keyboard shortcuts
It’s worth Googling for the most common email shortcuts for whatever software you use. Gmail and Outlook for example have a dedicated page dedicated to shortcuts. “You need to use an email client that has world-class keyboard shortcuts,” Vohra said.
Free software won’t have a vast range of shortcuts, but most have ways to quickly star, archive, and delete emails.
For example with Gmail, if you activate your keyboard shortcuts on ‘Settings’, you can press ‘r’ to reply to and email or ‘f’ to forward the email. But also, add CC recipients by pressing ⌘/Ctrl + Shift + c.
Use follow-up reminders
Instead of going through your inbox when needing to follow-up, check for a reminder or snooze icon is in your email and use it — it can save a lot of time, Vohra said.
Most free software has the icon with multiple options from “later today” to “pick a date and time”.
Don’t use email folders
People who use folders take more time to find emails compared to searching and aren’t even more accurate in finding what they want. Using folders wastes around 67 hours a year according to an IBM Research study of 345 people.
Keywords are more efficient and searchable than folders, Vohra said. Learning to rely on search can save over an hour per week except when needing to link disparate emails that would otherwise be hard to find with any one-search, he said.
When there’s a group of emails that a single search would not be able to find, then labeling or adding it to a folder as “taxes” is useful, but it’s rare for the most part, Vohra told Business Insider.
Archive instead of marking as “unread”
When an email is important but you have no time to check it straight away, don’t mark it as an “unread”, archive instead, Vohra said. Because every time you go into your inbox to read it, you may have to peek it “unread” many times, wasting time.
So simply archive it and turn multiple actions into just one. While resisting to open emails continuously might require a mental shift, archiving email is a good start to save time.
“Your unread count is pointless: It doesn’t matter how many things you have read or unread, the only important count is how many things are in your inbox,” Vohra said.
Get to inbox zero every day
Allow two or three hours at the end of the workday or one in the morning and one in the evening to check your emails and get the inbox to zero, especially if you are a manager, Vohra said.
“If you jump on a problem immediately, it’s bad for two reasons: you’re not letting your team learn how to solve problems and flex their muscles and you’re just wasting time because half of those problems could actually be solved by the team,” he said.
“It’s crucial to get to inbox zero every single day … It’s a standard piece of advice I give to every founder,” Vohra said.
Skim reading and deciding not to read based on the subject line might also help to get to inbox zero, he said. And avoid emails in which you aren’t included directly, for example when your email address is part of a list or is CC — “That’s much lower signal than someone wrote to you directly and called you out by name,” Vohra said.
Focus on one task and close the email window
Look at emails once or twice per day to boost your productivity levels: It takes an average of about 25 minutes to return to the original task after an interruption, according to a research of the University of California, Irvine, which studied the behavior of 48 university students.
“If I start my day with emails and I get ten unhappy emails from a customer or any kind of destruction, I’m now distracted for the rest of the day,” Vohra said.
Don’t leave the email window always open and focus on your daily tasks one by one: “Focusing on one thing is the key to getting anything done,” Vohra said.