Written by
June 15, 2022
Image Source: FreeImages
Are you constantly missing important emails, or do your inbox feel like a black hole? Is your Google Docs account overflowing with outdated files or unread responses? Are you spending way too much time trying to find the right document or folder? If your digital communication feels like a chaotic mess, you’re not alone. Many people struggle to manage their online documents, attachments and emails. In fact, a recent study found that almost half of office workers get stressed out by their unorganized email. To help you reclaim control and reduce stress, we’ve compiled five easy tips for organizing your digital communication. These strategies will streamline your methods and reduce stress so that you can spend less time searching for files and more time collaborating with others on projects.
Create a digital communication folder with HapPhi
The best way to organize your digital communication is by creating a digital communication folder. A digital communication folder can include emails, attachments, files in shared folders, and any other digital communication that you want to keep track of. You can organize your digital communication into categories using folders, regardless of the communication platform. For example, you might create a folder for your team meeting notes, a folder for client contracts, and a folder for team communication. If you use Gmail, HapPhi can help you create a digital communication folder with filters. HapPhi integrates with Gmail, G Suite, Outlook and Office 365 to turn your emails, attachments, and files into actionable items. You can attach specific tasks, comments, and due dates to emails, so you never have to worry about forgetting about any communication ever again. HapPhi also integrates with other productivity apps, like Asana and Trello, so you can take advantage of their unique features and increase your overall productivity. Plus, HapPhi has a built-in CRM, so you can keep track of your leads and turn them into clients.
Abandon email
If you’re anything like us, you’ve probably sent an email attachment that’s too large, or you’ve missed a due date on an important attachment. If you’ve ever missed an attachment deadline, or you’ve struggled with large (or even normal-sized) attachments, you know how frustrating it can be. In fact, if you send a normal-sized attachment to 10 people, you’ll probably get 10 different emails back. This means that you have to remember to check 10 different email accounts for your attachment. If you forget, you’ll be the last one to get it, and you’ll be frustrated. Even worse, if you send an overly large attachment, you’ll bother your colleagues, who’ll then likely be annoyed (or even angry) with you.
Use folders
If you’re a digital communicator, you’ve likely seen the benefits of using folders to organize your digital communication. You can use folders to organize your digital communication on a variety of platforms, including Gmail, Outlook, and other email platforms. If you use Gmail, you can create labels to organize your emails into different folders. You can then add additional labels to help you further organize your emails. With Outlook, you can create different folders to store your digital communication by using drag-and-drop functionality.
Use filters
If you use Gmail, you can create a filter to automatically place new emails into a specific folder based on certain criteria. For example, if you create a filter that automatically places new emails from your manager into a ‘Manager’s Emails’ folder, you’ll never miss an important email from your manager again. With filters, you can automatically organize your digital communication, so you never miss an important attachment or email again.
Organize your emails with HapPhi
HapPhi can help you organize your emails and attachments. HapPhi lets you add specific tasks, comments, and due dates to your emails so that you never forget about any communication again. HapPhi also integrates with other productivity apps, like Asana and Trello, so you can take advantage of their unique features and increase your overall productivity. Plus, HapPhi has a built-in CRM, so you can keep track of your leads and turn them into clients.
Utilize reminders
If you use Outlook, you can set up reminders for specific emails and attachments. You can use reminders to make sure that you respond to important emails and attachments, and you never miss a deadline again. HapPhi also integrates with other productivity apps, like Asana and Trello, so you can manage your entire work calendar in one central location. If you use Google Calendar, you can integrate it with Outlook to set up reminders.
Conclusion
If your digital communication feels like a chaotic mess, try implementing one or more of these strategies. You can create a digital communication folder with HapPhi, abandon email, use folders, use filters, organize your emails with HapPhi, and utilize reminders. Let these strategies help you reclaim control and reduce stress so that you can spend less time searching for and organizing your digital communication and more time collaborating with others on projects.
