Top Gmail Hacks, Tips & Tricks for Small Business Owners – Master Your Inbox
Are you a small business owner, solopreneur, or a Google Workspace newbie looking to master your Gmail inbox? You’re in the right place! With these expert Gmail hacks, tips, and tricks, you’ll be able to organise your emails, collaborate efficiently, and boost your productivity. Let’s dive into the world of Gmail optimisation!
1. Colour Coding Labels
Hack: Make your inbox visually appealing and easier to navigate by colour coding your labels.
Tip: Assign different colours to labels based on project, client, or priority level. This is usefuly if you have a helping hand from a VA to manage your emails. Allows you both to know what is going on in your inbox.
Example: Use a bright red label for urgent emails, a calming blue for long-term projects, and a vibrant green for completed emails.
2. Using the Multiple Inbox Feature to Stay Organised
Hack: The multiple inbox feature allows you to view different categories of emails simultaneously in the one inbox. It opens up the use of filters and labels also. This feature takes a little getting use to but, oh so helpful.
Tip: Set up multiple inboxes for categories such as “To Do,” “In Progress,” and “Completed.”
Example: Another useful way to optmise this features is when you have multiple email accounts coming into the one inbox. They can easily sorted into sections this way.
3. Organising with Labels and Sublabels
Hack: Keep your inbox tidy by using labels and sublabels to categorise your emails. This pairs with my first tip of colour coding your labels.
Tip: Create a hierarchy of labels to organise your emails more efficiently.
Example: Label emails by client name, then use sublabels for different projects under each client. Or by project, with sublabels of elements or phases of that project. Labels are great for organising Teams too.
4. How to Collaborate When Multiple People Are Using One Inbox
Hack: Gmail makes it easy for teams to collaborate within a single inbox. Although it is not recommended by Google, however some of us just don’t need the whole suit for each user.
Tip: Utilising multiple inboxes is great for this. Or optmising your labels to be used for each team member. However I do recommend having a designated “sorter” in the inbox to delegate the emails.
Example: Parent label is team members name, 3 sublabels with NEW, READ and DONE. This allows them to see what is new, leave something they need to action and to file those emails that are done. All while keeping the main inbox clean and clutter free.
5. How to Set Up and Optimise Your Account for a VA to Manage Your Emails
Hack: Streamline your email management by optimising your account for a Virtual Assistant (VA) to manage your emails for you.
Tip: Create clear guidelines and use labels to instruct your VA on how to handle different types of emails. Use delegation to grant access to your Gmail account without sharing your password.
Example: Use labels like “Needs Reply,” “Follow Up,” and “Ready Only”. Share these labels with your VA and set expectations for each category. To delegate your inbox, go to Settings > Accounts and Import > Grant Access to Your Account. Add your VA allowing them to read, send, and delete emails on your behalf. This can be enough, but in some cases, full access is needed where you will need to share your password (but only using a password sharign tool, right)
6. Using Templates
Hack: Save time by using templates for emails you send frequently.
Tip: Enable templates in Gmail settings and create standard responses for common queries, service types, onboarding, offboarding, product info etc.
Example: Navigate to Settings > Advanced > Enable Templates. Compose an email, click on the three dots in the bottom right, and select “Templates” to save or insert a template. Setting this up for a VA to use in your absense can save a lot of time by ensuring the correct information is being communicated.
7. Using Scheduled Posts
Hack: Ensure your emails reach recipients at the perfect time by scheduling them in advance.
Tip: Need to work after business hours? Use Gmail’s schedule send feature to plan your emails.
Example: Compose your email, click the arrow next to the “Send” button, and choose “Schedule send.” Pick the date and time you want your email to be sent. Ideal for sending confirmation emails for upcoming meetings as a reminder to your client or team.
By incorporating these Gmail hacks, tips, and tricks, you’ll transform your inbox into an organised, efficient tool that helps you stay on top of your game. Whether you’re a small business owner, solopreneur, or just getting started with Google Workspace, these strategies will help you manage your emails like a pro.
Ready to optimise your Gmail and boost your productivity? Start implementing these tips today!