Overwhelmed With Emails? Here’s A Smart Stress-Free Solution
Email communications are a normal part of business, but sometimes, the threads, constant updates, and other notifications can get the best of us. I looked up one day and found that I had a whopping 4,000 emails in my inbox, and that was just one of them. It can seem overwhelming to purge when you think you might need something for later, want to be sure you're replying to the correct thread, or want to have the ammunition you need to politely read someone who keeps trying to check you about something you'd already done.
So how do you get organized, get from under the stress, and take back the time you've spent constantly responding to requests, deleting emails to get more storage, or managing alerts? Here are a few tips that have helped me:
1. Categorize your emails and set filters so that it's easier to manage your inbox.
I only keep emails that require immediate action or follow-ups in my "Starred" category (Google) and move others to other categories. I'll also flag emails so that I have a visual of those I need to address either within a day to 72 hours. I've often found myself trying to answer every single email as soon as one comes in, even if I'm in the middle of another task or even if it's not urgent. That practice left me always feeling frustrated. It was as if I didn't have enough time in the day to do any real work.
Now, I categorize emails based on the sender, nature of the task, or department with the tools I have at my fingertips, and Google and Outlook both offer these options. You can also adjust filter settings to send emails to certain categories when they have certain words in the subject line or come from particular senders. (Here's a great how-to on creating filters and how to choose what works best for you.)
I'm also now big on the "immediate delete and decline" method where, if the subject line seems spammy, includes weird misspelled words, or is addressed to the wrong company or person, is something I know for sure I'm just not interested in, I immediately trash it. (You can always go back in your Trash inbox and restore it, but after 15 years of being an editor, I've become a master at this. Nine times out of 10, it was trash or a total waste of my time even reading.)
2. Schedule time to purge.
Before you get any more overwhelmed, schedule a purge day that's on your calendar. Add alerts and reminders if you need to. I had those 4,000 emails because I hadn't purged since 2017, so take my word for it: Start purging tuh-day. Block out time weekly or monthly to look through all the categories and get rid of email threads that are no longer relevant, that detail a project that's done, or that indicate deadlines that have long passed. Also, get rid of those inter-office gossip threads or everyday conversations you might have had with your work bestie.
If the email thread is more than one year old, consider getting rid of it. (If this is a work inbox, get to know your company's policies on record-keeping, information privacy, and document filing before doing this. If personal, go ham.)
Set a timer for taking care of a few emails or one category at a time so that you don't further overwhelm yourself sitting at a computer for hours deleting or archiving things.
Put those photos or graphic files on a USP zip or hard drive or, if you trust it, a cloud. (And be sure to have folders so that won't become yet another disorganized abyss that has you searching through for hours to find a photo from 2009---or is that just me?)
3. Turn off unnecessary notifications and unsubscribe from newsletters you don't even read.
The notifications were really a problem. I'd set up notifications for almost every chat platform every one of my clients or companies I worked with used, and it became not only annoying but also took over my inbox. Think to yourself, "Do I really need to get email notifications for Slack updates, or should I just download the app? Do I need to be notified every time I spend $1 on a candy bar, or should I just download my banking app or check my statement bi-weekly?"
Turn off the notifications settings for updates on any and everything that's not really urgent or for things that you could find other ways to stay on top of.
And if you're really not into those newsletters from every online store you shop at or your favorite R&B star, they need to go, too. Unsubscribe or simply bookmark important stories from their websites, follow their social handles, or invest in an RSS reader.
4. Set up a time limit for keeping old emails.
Google has an option (and so do others) where you can set a 30-day deletion limit on emails, and this is perfect for someone like me who hoards digital files. You can set it for emails that are a minimum of 30 days old, and they'll immediately go to your Trash inbox after the time you set.
5. Email templates are your saving grace, so create and use them.
Everyone's talking about AI writing research papers, responding to comments, and creating Instagram captions. Well sis, you are the AI in this process. Pre-written messages that you can simply send with the click of a button are the move.
If it's a process that will always require the same answer, something that uses the same communication steps, or it's a message that can apply to multiple things or for multiple situations, create a template. Google, Outlook, and many other information management platforms offer this option. You simply create one message that can be used consistently and save the template for when you need it.
A good time to use these is in response to frequently asked questions, when onboarding or welcoming new team members, sending emails regarding common practices or policies, or for sales pitches.
You can even create templates that are simple greetings, opening intros for when you're working with a new department or business partner, or for holiday greetings. Customize the names or applicable situations for each template before sending the emails out, and it'll save you a lot of time and brain energy. (And don't respond to every meeting request with just an email, by the way. Add your Calendly or other scheduling platform link.)
I often use templates for sending out invoices, hiring new writers, requesting to set up meetings, sending deadline reminders, or addressing process issues with folks who can't seem to follow directions. (Hey, why stress myself out? I simply send a pre-written step-by-step and call it a day.)
Taking a few steps today to organize your inbox and automate how you use it can save a lot of stress and wasted time cleaning up later.
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This article is sponsored by Hulu.
UnPrisonedhas returned for its highly anticipated second season, delving deeper into the complex dynamics of the Alexander family.
The series premiere comes a year after its debut season garnered rave reviews from fans and critics and earned record-breaking ratings for Hulu's Onyx Collective brand. UnPrisoned's success can be attributed to its raw, relatable themes and comedic appeal.
Inspired by creator Tracy McMillan's life, the show follows Paige (Kerry Washington), a therapist and single mother whose life takes an unexpected turn when her father, Edwin (Delroy Lindo) --who was released from prison-- moves in with her and her teenage son, Finn (Faly Rakotohavana).
Throughout UnPrisoned's first season, viewers witnessed how Edwin's incarceration deeply affected Paige's life and relationships. In the series, Paige unpacks her trauma through interactions with her inner child and her online followers. Meanwhile, Edwin is overcoming specific struggles with his own past that led to his life of crime, including a dysfunctional upbringing and his mother's arrest. As the Alexanders attempt to reconcile, new challenges arise.
This new season promises to further explore their unconventional family dynamic. Here are several compelling reasons why season two of UnPrisoned should be on everyone's watchlist.
The Alexander Family Life Is Still In Shambles
UnPrisoned's second season resumes where the series left off, with Paige grappling with the fallout from her troubled therapy practice and Edwin navigating life independently after moving out. Meanwhile, Finn faces his own challenges. The teenager is battling anxiety and seeking information about his father—a topic Paige avoids discussing.
The Alexander Family Are Attending Therapy To Resolve Their Underlying Issues
Amid the chaos in their lives, the Alexander family decides to mend their bond by confronting their past traumas. They seek professional help and attend therapy sessions with a “family radical healing coach,” played by John Stamos, a new cast member. This collective effort aims to unravel the complexities of their shared history and strengthen their relationships.
The process of unraveling each character's internal conflicts and their potential impact on future relationships may clash with Paige's textbook therapy approach. While Paige is used to being in the therapist's seat in both career and family, this forces her into the unfamiliar role of a patient during therapy sessions. This shift would compel her to look in the mirror and try a radically different approach.
The Alexander Family Learned A Big Lesson During A Therapy Session
In therapy, the Alexanders are tasked with addressing their individual traumas to salvage their remaining relationships. One of the family therapist’s eccentric suggestions was an exercise involving a family wrestling match. During this session, Paige faces tough questions about her refusal to share information about Finn's father.
While it's unclear whether this scene is reality or fantasy, the image of the family duking it out in the ring certainly makes for hilarious yet compelling television.
Paige Tries Dating Again Following Failed Relationships
Amid her life's chaos, Paige decides to step back into the dating field. However, her many attempts have left her with mixed results. The dating apps have turned out to be a fail, and an outing with her ex Mal (Marque Richardson), who is also her father's parole officer, doesn’t go quite as expected after he brings an unexpected guest – his new girlfriend.
The situation takes an awkward turn when Mal's new partner learns why the former couple split, partly due to Paige's self-sabotage.
UnPrisoned Is A Perfect Balance Of Comedy And Drama
As a dramedy, UnPrisoned takes a comedic approach to its heavy subjects. The show takes us on a ride with Paige's dating misadventures and navigating a friendship with her ex.
Other lighthearted moments include Edwin's attempts at CPR based on online videos and, of course, the antics of the Alexander family's unconventional new healing coach.
The second season of UnPrisoned is now available on Hulu.
UnPrisoned | Season 2 Trailer | Hulu
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Summer Travel Guide: 9 Safest Vacation Spots For Black Women
When it comes to planning and choosing our international travels, there’s one question that is bound to come up: “Is it safe for Black women?”
At times, our travel plans can be halted by whether or not our desired destination is safe not only for solo travel but for overall protection as women of color. We want to have fun, go on excursions, taste the food, and let our hair down, so the last thing we need on our minds is navigating microaggressions and worrying about our safety.
According to a report by The Mandala Research Firm, 17% of Black Americans take one or more international trips and travel locally more than six times per year. Even more exciting, 42% of Black Americans said they would spend more in 2020 on travel than in 2019 (pre-Covid), and 50% of Black adults (16% more than the general population) are more likely to travel to locations associated with their ethnic or cultural heritage. All of this goes to show that we’re not afraid to pack our bags and book flights to our heart's desire.
Our passion for travel and exploration highlights a growing desire to connect with a wide range of cultures while discovering new fresh locales. By choosing destinations with positive reputations for safety and belonging, you can enjoy your next adventure with peace of mind. And to help, we’ve provided a list of the best vacation spots to add to our travel bucket list.
1.Havana, Cuba
Known for its vibrant culture and welcoming locals, Havana offers a unique travel experience for you and your girlfriends. Stroll through the historic streets of Old Havana and immerse yourself in the lively music and dance scenes that make this city unforgettable.
2.Rio de Janeiro, Brazil
Famous for its Carnival, stunning beaches, and warm hospitality, Rio de Janeiro is a lively and safe city to explore all year long. Don't miss a visit to the iconic Christ the Redeemer statue and the bustling Copacabana Beach for a true taste of Rio's energetic spirit.
3.Belize
With its beautiful beaches, diverse wildlife, and laid-back Caribbean vibe, Belize is a safe and adventurous destination for travelers. Discover the underwater wonders of the Belize Barrier Reef and explore ancient Lamanai Maya Ruins.
4.Paris, France
Who doesn’t have Paris, the city of lights, on their travel list? Renowned for its art, fashion, and iconic landmarks like the Eiffel Tower, Paris offers a blend of romance and safety for travelers. Wander through the charming neighborhoods of Montmartre and Le Marais, explore the Louvre, and indulge in the city's exquisite culinary delights.
5.Lisbon, Portugal
Portugal's capital city, Lisbon, charms visitors with its historic architecture, delicious cuisine, and welcoming atmosphere. Enjoy breathtaking views from São Jorge Castle and savor traditional pastries at the famous Pastéis de Belém bakery.
6.Bali, Indonesia
We’ve all seen the viral photos off the Bali coast and Gates of Heaven, so why not make it a reality? Famous for its lush landscapes, vibrant culture, and serene temples, Bali offers a safe and enriching travel experience in Southeast Asia.
7.Tokyo, Japan
Recently, the value of the Japanese Yen has seen a significant drop, making it the lowest it has been against the dollar since 1986, which also means that there’s no better time than now to make your travel plans to the renowned cultural hub.
8.Accra, Ghana
There’s no FOMO like the kind felt from seeing all the beautiful faces enjoying their holiday at Ghana’s Afrochella Festival, so let this be your sign to start planning the trip now. Often referred to as a welcoming home for the African diaspora, Ghana offers rich cultural experiences and a sense of belonging. Explore the vibrant markets of Accra and visit the historic Cape Coast Castle to connect with the nation's poignant past.
9.Seoul, South Korea
You may be surprised to find this city on the list, but for Black travelers, Seoul is said to be one of the safest and most exciting cities to travel to. There will be plenty to eat, buy, and experience from this city’s rich history and culture.
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