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  1. In my humble opinion, the best way to reduce junk mail is to unsubscribe from all notifications brought by social media services (especially facebook) except maybe linkedin.
    Also, keeping a check on number of unread emails/spam mails can help make sure important emails are not missed out (as they can be confused for spam and deleted!)

    I once had an important email which came up in my spam mail folder when infact it was not spam. So be carefeul before you delete the entire spam folder rather than checking each individual email.

  2. I am using Gmail, With the new tabs feature my emails are filtered and organized into three different tabs: 1) “PRIMARY” , Which is where all the important emails automatically go to , 2) “SOCIAL” messages, notifications, and emails from the social networks like facebook, youtube….. go to, and the last tab is the 3) “PROMOTIONS” like advertisements and deals from amazon, app store.
    If you don’t now about the new gmail tabs i suggest you give it a try :)

  3. I tend to browse through my unread emails and check off the ones that are not legitimate plus from subscriptions such as dealfind which I know If I open I will be tempted to click on a can’t miss this deal product, so I just check them and hit the delete button. I should really unsubscribe to them as Ali mentioned above. After that first clean up, I go through the list again and open each email which is relatively most important. After the Inbox emails have been addressed I move on to the Junk Folder and browse through there and a quick scan of the name of the sender and the subject gives me an idea if its really Junk or not. Do a quick sweep of that. Now after your initial email checking round is over, you should immediately either close your email client or browser or minimize, to avoid constant monitoring of your emails cause that can lead to excessively checking and will eat up half your day. You need to do real work and as for me I have found myself sitting behind replying to emails and excessive checking numerous times till I realized, wait, so much time has gone by and I feel like I haven’t done anything productive or work other than addressing emails which I should be focusing my time and energy on, not to say if you are doing work by addressing email but be mindful of how much time you spend. So after the realization period, I tend to follow this routine when I get to work:
    1. One a piece of notepad, I write down tasks that I need to accomplish for the day. I break down each of these tasks even more into hour blocks, depending on their priority and fit them into the schedule of my day.
    2. I start off by tackling each item on my list and once you have accomplished at least the hardest task or the most important, I then proceed to check my email.I set a deadline for my self so I don’t exceed that 10-15min marker for this email checking task. I close my outlook and re-open it close to mid day.

    Lessons I have learned is to avoid over checking your email and instead set times when to check, eg. 9AM, 11.30Am, 3PM and 4.30PM, if that works for you. Also, close your email client and try to tackle tasks without having to constantly be interrupted by email pop ups,

  4. Over the past month I have unsubscribe to many emails that are not important. Now my emails are about Islam, islamic education and Islamic products. I also get two on herbalism. I feel so much lighter and happier without the other things entering my email. Try it. It feels amazing. Alikum salam my brothers and sisters. May Allah bless you and your families

  5. Allocating a specific time for checking our mails like
    1.On reaching the office in the morning.
    2.Before lunch,
    3.At tea &
    4.Before packing up for home.

    By not sharing our email at every request we get on the net for the same..

    Having atleast 2 email adresses, one for office/profession related
    the other for personal/social purposes.

  6. So far, I believe I’m still in control in managing my e-mail, alhamdulillah.

    I manage my mail by creating several labels (in Gmail) where I can filter my email based on the purpose / category of it (or maybe sender, if you’re subscribing to any mailing list). I will take a look on not-so-urgent email on my leisure time, or when I’m taking a break.

    At my workplace, I’m using Outlook and I apply the same concept by creating multiple rules to filter out my email based on the category. I will put less important emails in different folder, separating it from Inbox. This saves up my day as my Inbox is not too cluttered, I can straight away find important email in my Inbox and I know where to look for my emails as it is organized according to its category.

  7. Cyber culture its an information overload, information jungle. It could be a dbl edged wepon when it provides benefit its a gift – when it provides evil is a disgrage

  8. Fellow productive, what I did was from on set I dedicated official issue to official mails and social issues to socials emails box. But as social issues become more serious I introduce my official email box. Every other strategies is applied like the last comment thanks

  9. I have a Blackberry, a tablet and a computer. I will quickly sort through my emails on the Blackberry/tablet and answer those that require a quick decision before I reach the office every morning. At the office, I will focus on those emails that need proper actions. Bottom line, all emails get answered on time. I also separate work emails and ‘fun’ on separate accounts so i will only look at the fun ones during my off hours. This way, i remain productive at work and also socially.

  10. Assalaamu alaykum warahmatullahi wabarakaatu,

    I hope you are all in the best of health and eman.

    This is quite an interesting topic that I myself have been trying to tackle for months now. Alhamdulillah about a month ago I found a solution. What was that solution you may ask? It was simply to delete all emails that were more than 2 weeks old (that is, if you inbox was cluttered as mine was).
    The beauty of this technique is that your inbox stays relatively clean and if you feel like you’ve mistakenly deleted something- it’s still in your delete folder so you can easily review it. I guess some may say that I’ve not actually solved the problem but I say it’s better than nothing and it is way more refreshing than seeing 40000+ emails in your inbox.

    Also another trick I found that helps to keep your inbox clean is to unsubscribe from any emailing lists I haven’t been active on in the past month. I realise this may not be easy but once we start to detach emotion from things like this, life becomes a lot easier- and clearer!
    So I would say once you’ve read the email think- will I need to refer back to it? If yes then archive it. If no, then delete it. And then at the end of the month (or two lol) permanently erase your delete folder.

    Finally I would say don’t let your emails overtake your life. If you have a task to do, and tbh even if you are just leisurely browsing, don’t let the first thing you do be opening up your email- unless of course you are expecting something urgent. Try and only approach you emails when you have a clear head and inshaAllah you’ll be able to manage it appropriately.

    I hope these tips are of benefit and I pray Allah allows us to stay productive and keep our lives as clutter free as possible.

    Wa salaam :)

  11. I use an application called cloud magic in an android mobile and it’s working for me. I think this is good. We could give it a trial.

  12. Salaam, this is a good discussion (y)

    1. Archive them all into labels (if you’re using gmail) create specific labels eg: study, receipt, photography, read later, productive muslim, friends chit chat, university, bank, dakwah group, etc

    2. Read your emails on the same day you receive them.

    3. Create a filter, so that it goes straight into archive under specific label.

    4. Yeap, I agree with @ali naqash, take your time to unsubscribe to unnecessary subscription.

    That’s it from me

  13. you can manage your email by doing some setting offered by gmail.
    In gmail inbox on right top select setting option, a panel display with different tabs, choose inbox tab then select inbox type as important first finally save the changes.
    Mark all emails that are import for you (U can mark & unmark the email depending on your choice at any time).

    Enjoy this & stay productive.

  14. I’ve made different folders in my inbox of the e-mails that I receive as newsletters, i.e. my one folder is names Productive Muslim and I save all the emails from PM in that folder. In this way, I sort out my important emails in separate folders. :)

  15. I keep two emails. One for newsletters, online catalogs, etc. The other is for more serious things. I archive emails I want to keep for a while, keep things I want to remember for a short while in the inbox, and delete any useless emails.

  16. Salamoen aleikoem,
    Private mails
    – use labels
    – scroll the subjects first
    read by personal priorities
    Delete/ archive email directly after reading or quick check
    – Open inbox maximum 2x/ day
    – Morning check (MUST do)
    – Evening check (optional – sometimes skipped)

    Work emails (very challenging – way too much mails / day to process)
    – Incoming mails
    – seperate Rule for mails directed to me in seperate directory To:
    – Subject screening, reading if action needed
    – Flag for follow up (today/ tomorrow/ nxt wk) OR
    – Respond immediately OR
    – Call person
    – mails where I’m in cc: go in the main directory low priority (only if I have time)

    Outgoing mails:
    Subject always to the point
    – Action required > [mention action e.g. Creat invoice, close order] – [+details] + identifier project code etc…
    – FYI – [concerns MUST have info only no action needed]
    – Request for assesment – [mention what to be assessed] – [identifier]
    – Request for Approval – [mention what to be approved e.g. Holidays …]
    – Request for info
    – ….. And further

    Who gets the mail
    – To: field the person who I expect to reply or execute the action
    – Cc: field all persons to keep updated (e.g. For possible next action

    – to the point
    – use bullets to explain
    – bold or cursive what needs to be read if reader scans mail

    Reply on my sent mails are easier to read and follow up

    Hope this is of use.

    Wa Salaam

  17. Something I haven’t quite mastered yet.

    Good points I have learnt from sister Faridah: I would say once you’ve read the email think- will I need to refer back to it? If yes then archive it. If no, then delete…

    and from Mehdia…

    mails where I’m in cc: go in the main directory low priority (only if I have time)
    Outgoing mails:
    Subject always to the point Action required: mention action and FYI – [concerns MUST have info only no action needed]

    My own tip would be to spend that extra time to delete, move or action the email.

  18. Nice to learn from everyone! Some tips I use as follows:

    – A signature, this saves you a bit of time

    – AIM to improve typing speed – saves time as well!

    – ALWAYS think KIS – Keep It Simple: Yup! Short straight to the point emails are always easy to send, read and respond to.

    – ALWAYS take a bit of time to review through your mail; it is always worth it as no one likes to read sloppy emails! Remember once you hit the send button, you can’t recall it! Wrong spellings, disagreement of tenses are not very nice to have in mail.

    – AIM to reply in a timely manner, give a day or 24hours, if you are deferring some, you can give the sender a heads up like – work is in progress, noted, will get back to you, whatever response is appropriate.

    – ALSO, it helps to flag messages for further action, with a time/date reminder. The use of google calendar is great! I am still exploring its use.

    – and, several people mentioned Labels – yes, it works! I am now trying to be consistent with labels and it saves time as far as email organization is concerned.

  19. Once you have allocated time to look at emails, use the THREE D’s method – do one of these things immediately after reading the email:

    1. DELETE it – (or file it) – its not relevant to you or its information that may come in handy but there is no work to do on it
    2. DELEGATE it – pass it on if you are senior enough to a member of your team to carry out, or if you need to research, send out the next step email…..’Please give me further info etc’
    3. DEAL with it – if your schedule permits, deal with it OR add to your to do list and plan when you will do it. Once complete, file away appropriately as part of the task.

    I always aim to keep my inbox email limit as low as possible. If it gets to 50, i try and sort out my inbox asap as a priority. This helps me keep on top of work/filing without just leaving emails there. (bit like tidying your room).

    Whatever is in my inbox i try and make my ‘Email to do list’ – and then my written to do list on my desk is my ‘Work to do list’ i.e. anything else that needs attention (actions from my boss/ from meetings/ to improve current tasks etc)