You may want to centralize all your emails into a single account, but when it comes to work, it’s easy to get overloaded with more emails than you can easily manage.
While project management tools like ProWorkflow, Wrike or Mavenlink can be great for organizing yourself, sometimes it’s better for the organization to start in your inbox. One sensible step is to employ the use of an email management solution such as Zoho Mail to take charge of your email.
Another trick is to simply use multiple email accounts: not only can you organize different flows of information, you can also make the information easily accessible to other people. If you’re unsure about using multiple email addresses for organizing your work, here are 9 reasons to try it out.
1. Avoid spam
If you need to sign up for a service but don’t want all the promotional updates that come with it, sign up with an email address other than your main account. Where there’s a risk of getting spammed by promotional emails, you can avoid clogging your inbox by registering for things with a designated ‘spam’ account, and then perusing it at your leisure.
2. Protect yourself
With privacy becoming increasingly important, dispersing your email login eggs into more than one basket might be a good idea. Having a separate account for things like social websites and online purchasing, which are more prone to attack, will leave your main account less vulnerable. In the same vein, make sure you choose different, strong passwords for each site.
3. Manage projects
If you’re working on various contracts, projects, or hiring new people, you’ll have a ton of information coming in from a lot of different sources. Having a separate email address dedicated to these specific workflows makes sense; it’ll not only help you manage communication channels, but you’ll be able to share the login details with other people who are also working on the project.
4. Have a disposable email
Email addresses are just as easy to set up as they are to get rid of. If you’re trying out a new product or service for a short-term project, you can have a disposable email address specific only for that service. You can delete it once the project you’re using it for is complete.
5. Greater access
If you’re using an email service that’s only accessible on your desktop, it might be a good idea to have a web-based service to be able to access important emails remotely. You can also set up rules that let you forward emails from your desktop-based account to a separate, web-based account.
6. Keep it professional
Chances are that you’ll have to communicate professionally outside of work (e.g. Linkedin) where you want to be professional without necessarily associating your work email. On that note, if you’re still carrying around a relic email handle from the early days of the Internet, it might be time to upgrade to something a bit more professional. A simple ‘firstname.lastname@example.org’ might be better suited than ‘email@example.com’.
7. Have an alias
While a ‘firstname.lastname’ email address might work for daily communication, you don’t always want to identify yourself publicly. If you’re part of an online forum, writing a blog post, or commenting on articles or reviews, you might be more comfortable expressing yourself anonymously by using an alias email address (but maybe not ‘drdeath’).
8. Joint accounts
Joint email accounts can come in handy, especially if you’re using a product or service that’ll be registered under one account but will be used by more than one person. As an added bonus, giving more people access to the account means that everyone will be able to get important email updates without anyone having to worry about forwarding it to the others.
9. Have a backup
Email providers often secure your account from a lost password or unauthorized access by using a backup email for recovery. Keeping at least two email accounts ensures that you have a backup if you lose access to your main account.
Two emails (at least) are better than one
Because email accounts are fairly easy to set up and there’s no limit to how many you can have, using multiple email addresses can actually speed up communication and processes instead of slowing them down. If you want to take your email organization even further, try using professional email management software to get the most out of your multiple email addresses.
Original article published on August 29th, 2014.