How to Set Up a Morning Email Routine
I have been getting a lot of emails lately from coaches who are realizing that they waste a lot of time during their days looking at and responding to emails. They're all looking for tips to help them regain control of their days and get their emails under control.
The first step is to set up an email routine for when they first enter the office.
I start with their morning routine because I have found that what how you handle your email during the first 30 minutes of your day can make or break how productive you are throughout the rest of the day.
I have played with A LOT of different ways to get off to a good start to my day. After a lot of trial and error, this is how I currently use email during the first 30 minutes of my day, and it is the framework I use to help other coaches get a better start to their days.
Before I look at my inbox, I send off a quick email to connect or express my gratitude to at least one person. Keep in mind that I am a college coach, so my gratitude usually goes out to other coaches, parents, somebody who works at the school, etc. It is amazing how sending just one email first thing has helped with my recruiting and with building relationships.
Second, I email a to-do list to each of my assistants. I find that my staff appreciates receiving an email of priorities for the day rather than multiple emails throughout the day, or stopping in every time something new comes up. It requires me to be a lot more organized, but it gets them going on their day. They don’t have to waste time reading multiple to-do emails from me, they don’t have to deal with me constantly interrupting them, and I don’t have to deal with them coming in looking for things to do. It saves us all a lot of time.
Third, I now actually look at my inbox and do one of four things with unread emails: I forward them, categorize them, respond to them, or I delete them.
Forwarding - I go through my inbox and forward to my assistants any emails that pertain to responsibilities that they have. Once I forward it, I delete it to clear out my inbox.
Categorizing - If you have read any of my articles or my Green Time Management For Coaches Workbook, then you know I am big on time blocking. I block off 30, 60 or 90 minute blocks of time during the day where I focus on doing nothing but recruiting, administrative, or team tasks. Each email in my inbox is assigned to a category folder and gets worked on during the block of time I have assigned for it. I have found that I save an incredible amount of time doing like tasks together instead of randomly jumping around from one task to the next.
Responding - I respond to emailz if I can give a quick response in under two minutes, or if I need more information to complete something I am working.
Deleting - Self-explanatory. It is probably junk and I don’t need to waste time reading it.
This process takes me about 30 minutes. It is amazing how much I can get off my plate by going through emails this way first thing in the morning. After this step is done, I shut down my email until I am in a block of time that I have assigned to work on recruiting, administration, or my team.
I have been setting up my days this way for quite a while now and have really loved the results I’ve gotten. I have spent the last four years creating a Day Planner and a Time Management Workbook to go with it. If you would like me to help you get the same results or want to look at the Planner and Workbook, check out my website at www.mandygreencps.com or email me at [email protected]
Mandy Green is a mother of two and has coached soccer at the collegiate and youth levels for 16 years. She is the creator of Coaching Productivity Strategies and author of The Green Time Management Workbook and Planner for Coaches. Mandy helps coaches prioritize and organize their tasks so they can get more work done in less time.