by Anne Clark | Jan 3, 2025 | Business
For many of us, the email inbox has become a source of stress and anxiety. With messages pouring in constantly, it’s easy to feel overwhelmed by the sheer volume and the pressure to respond. If you’re struggling to manage your inbox effectively, don’t worry—you’re not alone. Here are some proven strategies to help you regain control, reduce anxiety, and transform your inbox from chaos into an organised, stress-free space.
1. Set Up Email Filters and Folders
One of the simplest ways to declutter your inbox is by creating filters and folders. These tools allow your email service to automatically sort messages based on predefined criteria. For example, newsletters can go straight to a “Promotions” folder, while client emails can land in a dedicated “Clients” folder. This reduces visual clutter and ensures important emails don’t get lost.
How to Set Filters:
- In Gmail: Use the search bar to create rules (e.g., “from:[sender]”) and apply filters like “Skip Inbox” or “Label as [folder name].”
- In Outlook: Use “Rules” under settings to automatically move emails into specific folders.
2. Embrace Inbox Zero
The Inbox Zero method encourages you to treat your inbox as a workspace rather than a storage space. The goal is to keep your inbox empty or close to it by dealing with emails promptly and archiving or deleting those that are no longer needed.
Steps to Implement Inbox Zero:
- Process emails daily.
- Archive or delete messages once addressed.
- Use your inbox only for actionable items.
By adopting this mindset, you’ll feel less burdened by the volume of emails and more in control of your communications.
3. Unsubscribe from Unnecessary Emails
Promotional emails and newsletters can quickly clutter your inbox. Take a few minutes to unsubscribe from those you no longer read or find valuable. Tools like Unroll.me or Clean Email make it easy to bulk unsubscribe and clean up your inbox.
Quick Tip: Before unsubscribing, consider whether the email provides value or aligns with your current interests. For newsletters you want to keep, create a “Read Later” folder to prevent them from clogging your primary inbox.
4. Set Dedicated Email Times
Constantly checking your email can be counterproductive and anxiety-inducing. Instead, designate specific times to check and respond to emails—for example, once in the morning, midday, and late afternoon. During these periods, focus solely on your inbox, and avoid multitasking.
Benefits of Email Scheduling:
- Reduces the compulsion to check emails constantly.
- Helps you stay focused on other tasks throughout the day.
5. Use Email Templates
For emails that require repetitive responses, creating templates can save time and reduce decision fatigue. Whether it’s a client inquiry or a meeting follow-up, having a pre-written template allows you to respond quickly and consistently.
How to Set Up Templates:
- Gmail: Enable “Templates” in settings and save frequently used responses.
- Outlook: Use “Quick Parts” to insert standardised text.
6. Follow the Two-Minute Rule
The two-minute rule is simple: if a task (in this case, responding to an email) can be completed in under two minutes, do it immediately. This approach prevents small tasks from piling up and overwhelming you later.
How It Helps:
- Keeps your inbox organised.
- Reduces procrastination and anxiety over unfinished tasks.
7. Utilise Email Management Tools
Several tools are designed to help manage inbox clutter and prioritise important messages. For example:
- Sanebox: Filters unimportant emails into a separate folder.
- Spark: Groups emails by category and highlights urgent ones.
- Superhuman: Offers AI-powered tools to streamline email management.
These tools are particularly useful for busy professionals who deal with a high volume of emails daily.
8. Encourage Clear Communication
Teach your team or colleagues to use clear subject lines and summarise their emails effectively. For example:
- Use descriptive subject lines (e.g., “Action Required: Budget Approval by Friday”).
- Include bullet points for clarity.
Clear communication reduces the time spent deciphering emails and ensures faster responses.
9. Regularly Archive Emails
Archiving emails is a great way to declutter your inbox without permanently deleting important messages. Set aside time each week to move older, inactive emails into an archive folder for safekeeping.
Pro Tip: Use the search function to quickly find archived emails when needed.
10. Delegate or Automate
For those who receive hundreds of emails daily, delegation and automation can be lifesavers. Consider hiring a virtual assistant to manage routine emails or set up automated replies for common queries.
Examples of Automation:
- Use auto-responders to acknowledge receipt of emails.
- Create rules for specific types of emails (e.g., invoices go directly to the finance folder).
11. Categorise with Colour Codes or Tags
Visual organisation can help you identify priority emails at a glance. Assign colours or tags to different categories, such as:
- Red for urgent emails.
- Green for financial correspondence.
- Blue for informational or FYI emails.
Many email platforms allow you to customise these visual markers for better inbox management.
12. Shift Your Mindset
Sometimes, the anxiety around email stems from a perceived obligation to respond immediately. Remind yourself that it’s okay to take your time to respond thoughtfully. You’re not obligated to be available 24/7.
Mindfulness Practice: Before opening your inbox, take a deep breath and centre yourself. Approach your emails with intention, not urgency.
13. Set Up Auto-Responders
Auto-responders can be especially helpful during busy periods. For example:
Example Message: “Thank you for your email. I’ll get back to you within 24 hours. If your message is urgent, please call me directly at [phone number].”
This sets expectations for response times and reduces anxiety for both you and the sender.
14. Teach Decision-Making Skills
When addressing emails, follow the 4 Ds of email management:
- Delete: Remove emails you don’t need.
- Delegate: Forward emails that someone else can handle.
- Do: Address emails that require quick action.
- Defer: Save emails requiring more time for later.
This approach streamlines your inbox management process and reduces decision fatigue.
15. Provide Emotional Support
Email anxiety often stems from fear of missing something important or making a mistake. Support yourself or your clients by normalising the idea that it’s okay not to respond immediately. Not every email requires an urgent reply.
Practical Tips:
- Remind yourself that your worth isn’t tied to your email productivity.
- Focus on progress, not perfection.
By implementing these strategies, you can transform your inbox into a manageable and stress-free workspace. Start with one or two changes and gradually adopt more as you grow comfortable. Remember, the goal is not to spend all day managing emails but to create a system that works for you—and lets you focus on what truly matters.
by Anne Clark | Nov 22, 2024 | Business, Online Business Manager
An online business manager serves what purpose?
Many business owners find themselves juggling strategy, operations, marketing, and team management. Although business owners are quite good at what they do, the daily running of their company can sometimes become taxing. Here an online business manager (OBM) comes in handy.
An online business manager is a professional with an eye towards the operational management of an online company. Their main responsibility is to supervise the behind-the-scenes operations, keeping a company operational, freeing business owners to concentrate on expansion and their areas of competence.
Important Roles of an Online Business Manager
Project Control
OBMs guarantee timely and within budget delivery of projects. To keep everything on schedule, they draft thorough project plans, assign work to the staff, and track development. Launching a new product, organising a webinar, or running a marketing campaign—OBMs are the glue keeping the project together.
Teamwork Management
Running a remote team can be difficult. Hiring, integrating, and supervising virtual team members falls to OBMs. They guarantee that everyone understands their roles, deadlines, and expectations, so promoting a harmonic and effective workplace.
Development and Optimisation of Systems
An OBM’s job depends critically on system setup and streamlining. From streamlining processes to combining tools, including email marketing systems, CRM systems, and project management tools, OBMs help companies become more effective.
Oversight of Operations
Daily operations of the company are supervised by OBMs, who make sure everything runs like a well-maintaining machine. This covers process management, operational bottleneck clearing, and best practice applications to raise general output.
Figures and Documentation
Making decisions in a company requires a knowledge of its numbers. Key performance indicators (KPIs) are tracked by OBMs against corporate goals, who also offer actionable insights to enable owners to make wise decisions.
Strategic Back-Up
Acting as a second-in-command, OBMs assist companies in developing and reaching strategic objectives. They enable long-term planning, task prioritising, and matching team efforts with the corporate vision.
Why would one want an online business manager?
Freedom of Time
Business owners can reclaim their time to concentrate on big-picture goals, creativity, and personal development by assigning operational duties to an OBM.
Knowledge
OBMs offer a lot of knowledge in running online companies. Their degree of knowledge improves efficiency and development since they grasp digital tools, team dynamics, and strategies to simplify processes.
Scalabilities
An OBM can enable proper scale if your company is expanding. From handling more responsibility to creating the required infrastructure, they make sure that expansion doesn’t compromise quality or customer satisfaction.
Lowered Burnout
The continual pressures of their job sometimes overwhelm business owners. By assuming responsibility for daily operations, OBMs help entrepreneurs to work smarter rather than harder and reduce their stress.
Who Needs a Manager of Online Business?
An OBM is perfect for
- People running several revenue sources in business.
- Entrepreneurs ready for expansion but lacking the operational support.
- Leaders running projects and teams needing a reliable right-hand person.
- Visionaries and creatives who flourish when free to concentrate on their zone of genius.
In essence,
Helping companies run effectively and develop sustainably depends mostly on an online business manager. They are the operational backbone, enabling company owners to confidently and clearly enter their leadership role. Hiring an OBM could be the secret to releasing the next level of your success if the demands of your online business are stranding you.
by Anne Clark | Oct 22, 2024 | Business, Digital Marketing
Creating a content calendar doesn’t have to be a complex task. In fact, having a well-organised content calendar can save you time, keep your content consistent, and give you a clear overview of your strategy. Whether you’re managing a blog, running social media accounts, or planning email campaigns, a content calendar can be your best friend. Here’s how you can create a content calendar that works for you in three simple steps.
Step 1: Plan Your Themes
The first step in creating an effective content calendar is to decide on your overarching themes. Think about what message you want to convey and how it ties into your overall goals. Themes help you stay organised and ensure that your content is cohesive throughout the month or quarter.
Here are some ideas to get you started:
- Monthly Focus: Pick a specific topic or theme for each month. For example, if you run a wellness blog, January could focus on ‘New Year, New You’ content, while February could be about ‘Heart Health.’
- Seasonal Content: Align your themes with seasonal events or holidays. This is particularly useful for product-based businesses where promotions and campaigns can coincide with seasonal buying trends.
- Evergreen Content: Include a balance of evergreen content—topics that remain relevant over time, such as how-tos or beginner’s guides—to keep your content fresh and continually useful.
By planning your themes in advance, you’ll have a structure that makes the rest of your content creation easier.
Step 2: Outline Your Posts
Once you’ve chosen your themes, it’s time to outline your content for each post. This doesn’t mean you need to write the full post at this stage, but having a general outline helps to keep you on track and reduces last-minute stress.
Consider these elements when outlining your posts:
- Post Type: Will it be a blog post, video, social media post, or email? Defining the type of content helps you allocate time accordingly.
- Headlines: Jot down potential headlines or titles for each post. Keep them clear and catchy.
- Key Points: Write out 2-3 key takeaways or points you want to cover in each piece. This gives you a direction and ensures your content stays focused.
- Call to Action: Make sure each post has a clear call to action (CTA). Whether it’s asking your audience to comment, share, or sign up for a newsletter, every piece of content should guide your audience toward the next step.
Having these elements outlined will make it easier when you sit down to write or create the actual content.
Step 3: Schedule It All in One Go
The final step is to schedule your content, and this is where the magic happens. By scheduling everything in one go, you’ll save time, ensure consistency, and maintain a bird’s-eye view of your entire content strategy.
Here’s how to go about it:
- Choose a Platform: Whether you prefer a physical planner, an Excel sheet, or a tool like Google Calendar, Trello, or Asana, pick a platform that works for you.
- Set Publishing Dates: Assign dates for each piece of content based on your themes and post types. This could be daily, weekly, or even monthly, depending on how often you want to publish.
- Batch Your Work: Consider batching your content creation. For example, dedicate one day to brainstorming, another day to outlining, and a third day to writing and scheduling posts. This helps to streamline your workflow and keeps you focused.
Once your content is scheduled, you’ll have the freedom to focus on other areas of your business while knowing your content plan is working behind the scenes.
Why a Content Calendar Works
A content calendar helps you stay organised, reduce last-minute stress, and keep your content aligned with your overall goals. It allows you to:
- Maintain consistency across platforms.
- Strategically plan content that aligns with business objectives.
- Easily adapt and update your plan when necessary.
By following these three simple steps – planning your themes, outlining your posts, and scheduling it all – you’ll have a content calendar that keeps you on track and saves you time.
So, why wait? Start planning your content calendar today and take control of your content strategy! However, if you are struggling with time, or simply don’t want to do it, then chat to me about how I can support you and do all this for you instead.
by Anne Clark | Oct 14, 2024 | Business, Customer Service
Businesses are looking to streamline operations, save costs, and deliver efficient customer service. One popular method many companies have turned to is artificial intelligence (AI) chatbots. These bots are designed to handle a range of queries, offer quick responses, and theoretically improve customer experience by being available 24/7. However, my recent experience with Asana’s AI chatbot highlighted a critical flaw in relying too heavily on AI to handle customer interactions.
The AI Chatbot Loop: My Experience with Asana
While using Asana, I encountered a technical issue. Naturally, I turned to their customer support, which was run by an AI chatbot. At first, the bot seemed promising – quick responses and a vast knowledge of pre-set solutions. But when my problem turned out to be more complex, the chatbot got stuck in a loop, continually offering the same irrelevant solutions without any option for escalation. When I tried to register my email address for the next level of support, it kept failing, and then I was looped back around. Despite multiple attempts to resolve the issue, I was left going in circles, with the chatbot unable to provide real help.
Frustrated and unable to find a resolution, I eventually gave up. I tried emailing via their website for support….and heard nothing back after 3 attempts. The AI chatbot, meant to save time and frustration, became the very reason I walked away from Asana. My trust in their service was diminished, and I wasn’t willing to waste any more time waiting for the AI to understand my problem. In the end, I moved to a new system that offered real customer support staff.
The Downside of AI Chatbots
Many businesses view AI chatbots as a cost-saving tool that can handle high volumes of inquiries at a lower expense than employing real human support agents. However, the downside to relying on AI exclusively can be significant:
-
Lack of Personalisation: AI chatbots, no matter how advanced, follow programmed scripts. If the issue is outside their range of responses, customers quickly realise they’re not speaking with someone who understands their specific problem.
-
Frustration Over Complex Issues: While AI chatbots may be able to handle basic inquiries (e.g., “How do I reset my password?”), they often fail to resolve more complex issues. When customers, like myself, find themselves stuck in a loop of automated responses, frustration builds.
-
Lack of Escalation: One of the biggest issues I encountered was the inability to escalate my problem. AI chatbots are often not designed to easily transfer to human support, leaving customers without the help they need.
-
Missed Opportunities: Businesses may lose potential customers by offering insufficient support. Just like my case with Asana, customers may walk away, feeling that their time isn’t valued.
The Benefits of Having Real Staff Over AI Chatbots
While AI chatbots can handle simple tasks, having real staff still provides a range of benefits, especially when it comes to customer retention and satisfaction.
-
Empathy and Understanding: Human support agents can offer empathy—a key component when resolving issues, especially those that frustrate customers. Real staff members can assess the tone of a conversation and adapt their approach accordingly.
-
Problem Solving Skills: Unlike AI, which works on pre-programmed responses, human agents are critical thinkers. They can navigate complex situations, ask clarifying questions, and find unique solutions tailored to a customer’s issue.
-
Building Relationships: Real staff can build long-term relationships with customers by understanding their needs and offering personalised recommendations. This not only solves the immediate problem but can also create brand loyalty.
-
Escalation Options: With human support, there’s usually an established hierarchy – agents can escalate issues to managers or specialists, ensuring the problem is resolved at the right level. This chain of escalation is something AI bots currently struggle with.
Finding the Right Balance
AI chatbots are useful for handling straightforward queries, such as FAQs or simple troubleshooting. However, businesses need to recognise that for complex or high-stakes customer inquiries, human intervention is still necessary. The key is to find a balance between automation and real human support. One solution is to implement AI chatbots as a first line of support, but ensure that escalation to real staff is smooth and accessible. However, make it easy for people to find that next level of support.
AI can be helpful….
As my experience with Asana’s chatbot demonstrates, while AI can be helpful, it has its limitations- particularly when customer issues are complex. Businesses need to consider the potential consequences of relying too heavily on AI for customer service. If the balance isn’t right, they risk frustrating customers, losing business, and damaging their reputation. At the end of the day, investing in real human customer support can not only resolve issues more effectively but also strengthen the relationship between the customer and the brand.
by Anne Clark | Oct 8, 2024 | Business, Customer Journey
As a business owner or entrepreneur, the relationships you build with clients are the foundation of your business. These partnerships fuel your success, create opportunities for growth, and are often deeply rewarding. However, there comes a time when the fit between you and a client may no longer serve your best interests – or theirs. Letting go of a client can be a challenging decision, but it’s also a powerful step towards growth, alignment, and success.
I want to explain why letting go of a client is not only okay but necessary for your business to flourish and for you to work with people who truly align with your values and vision.
1. Protect Your Energy and Time
Your energy and time are your most valuable resources. If you’re working with a client who drains more of these than they should, it’s time to reassess. Complex or unaligned clients often demand extra attention, micromanage projects, or constantly push boundaries, leaving you feeling depleted.
By letting go of a draining client, you free up mental space and time to focus on those who energise and inspire you. When your time is spent on clients who align with your vision, you can pour more into projects that light you up and push your business forward.
2. Align with Your Core Values
Your core values guide your decision-making and help define the type of work you want to do. If a client is not aligned with these values, continuing to work with them may create internal conflict. For example, if you value authenticity and transparency, but your client operates with dishonesty or is unwilling to trust your expertise, this dissonance can hinder your work and overall satisfaction.
When you let go of clients not aligned with your values, you make space for partnerships with individuals who respect and share your vision. This leads to more harmonious, meaningful, and impactful collaborations that help your business grow.
3. Focus on Clients Who Appreciate Your Expertise
It’s not uncommon for some clients to underestimate your skills, question your expertise, or refuse to acknowledge the value you bring to the table. While you might tolerate this in the short term, long-term partnerships built on a lack of trust or respect are counterproductive.
Letting go of clients who do not value your expertise enables you to work with those who appreciate and trust your work. When clients understand your worth, you can deliver better results, experience higher job satisfaction, and enjoy more fruitful, successful partnerships.
4. Create Space for Better Opportunities
Sometimes, staying tied to unfulfilling or misaligned clients blocks you from grabbing new and better opportunities. It’s like holding on to a branch too tight to reach for the next one. If you’re investing time and resources into a client who doesn’t resonate with your goals, you might miss out on opportunities to work with individuals or businesses that better suit your long-term vision.
By releasing clients who aren’t a good fit, you allow room for better, more exciting opportunities to come into your life and business. Letting go sends a clear message to the universe (and to yourself) that you are open to growth and aligned, fulfilling relationships.
5. Uplevel Your Business and Attract Ideal Clients
Your business is constantly evolving, and as you grow, so too should the calibre of clients you work with. By holding on to clients that no longer fit your ideal client profile, you keep yourself anchored to the past. Letting go of them allows you to uplevel and make room for the clients who reflect your current level of expertise and ambition.
When you consciously choose to work with aligned clients, you strengthen your brand, reputation, and the value you offer. This creates a cycle of growth and prosperity, as your ideal clients will not only challenge you in meaningful ways but also help you continue evolving.
6. Foster More Authentic, Enjoyable Relationships
Like any other relationship, business partnerships should be built on mutual respect, understanding, and enjoyment. When you’re working with clients you genuinely like and feel connected to, the relationship thrives, and so does your business. If you find yourself dreading conversations with a client or feeling an uncomfortable disconnect, it’s a sign that the relationship may not be worth maintaining.
Letting go of these clients opens the door to working with people you enjoy collaborating with – clients who inspire you, energise you and align with the kind of work you want to do.
7. Prioritise Your Wellbeing
Working with clients who don’t resonate with you can take a toll on your mental and emotional wellbeing. Whether it’s constant tension, miscommunication, or simply not enjoying the work you’re doing, the stress can affect more than just your business—it can seep into your personal life and overall happiness.
Prioritising your wellbeing is not selfish, but essential for long-term success. When you let go of clients that cause you stress, you allow yourself to recharge, refocus, and work in a state of flow, ultimately benefiting both you and your business.
So….
Letting go of a client isn’t easy, especially when you’ve invested time, effort, and energy into building that relationship. However, by choosing to release clients that no longer serve your growth or align with your values, you make room for new opportunities and aligned partnerships that will elevate your business.
When you work with clients who appreciate, energise, and align with you, the work feels lighter, more fulfilling, and infinitely more rewarding. Trust that by letting go, you are creating space for something better—and that, in itself, is a powerful step toward growth and success.
