Another reader asked how they can efficiently use labels or turn emails into action items. These are great questions.
I use a label for each client, and a general label called “Clients” for prospects and other client-related emails. I set up Gmail filters to automatically add the label based on the sender or subject. Note: This labelling process for not just clients, but for all emails.
The result is most emails are already labelled before I read them. Once read, if no action is needed, I simply archive it. If a short action is needed (less than 5 minutes), I perform the action. This includes responding to the email.
If more time is needed to complete the task, I do one of the following
- Keep it in my inbox until I complete it (usually when there’s no deadline)
- Create a TickTick task with the title of the action. In Gmail, each email has a unique URL, and I copy this URL into the task description. I also set a due date.
- Create a Trello card with the title and copy the email URL into the description. However, if the client accesses this card, then I print the email as a .pdf instead and attach it to the Trello card.
The takeaway
Labelling is a powerful feature that helps you categorize all your emails. When used wisely, it’s easy to find and reference past correspondance.