In today’s fast-paced world, managing your emails effectively can be a game changer for your productivity. One feature that’s becoming increasingly popular and incredibly useful is the ability to schedule emails to be sent later. Let’s dive into how you can use this feature in Outlook and Gmail, and then explore the benefits it brings to your home and work life.
Scheduling in Outlook or Gmail
If you’re an Outlook or Gmail user, here’s how you can schedule your emails:
- Compose Your Email: Start by writing your email as you normally would.
- The Dropdown Arrow: Next to the ‘Send’ button, you’ll find a dropdown arrow. Click it.
- Schedule Send Option: From the dropdown menu, select ‘Schedule send’.
- Pick a Date and Time: Some recommended times will appear, or you may opt to select a ‘Custome Time’. Select the exact date and time you want your email to be sent.
- Confirm and Relax: Hit ‘Send’ after scheduling, and your email will sit in the Outbox until the specified time.
The Productivity Benefits
Better Time Management
Ever worried about sending an email to someone halfway across the world at 3 AM their time? Scheduling send takes care of that. Your emails can land in their inbox at a reasonable hour, no matter where they are.
This feature is also a blessing for maintaining work life balance. Just because you’re an early riser or a night owl, doesn’t mean your colleagues or friends are. By scheduling, you can write an email whenever you want and have it sent at a respectful time.
Timing is everything. If you want to maximise readership and engagement, schedule your emails for when people are most likely to check their inbox – like early morning or right after lunch. This should increase your email’s visibility.
Consistent Communication
For businesses, this tool is fantastic for keeping up with regular updates or reports. Schedule them in advance, and they’ll go out like clockwork.
Plan your communications as part of your workflow. Schedule emails in advance to align with project deadlines, ensuring you’re always on top of things.
Forget about trying to remember to send that email at a specific time. Just schedule it and move on to your next task.
Less Stress
Ever sent an email too soon? Scheduling gives you a buffer to review and edit before it actually goes out. This is extremely important when tackling emotional or impulse responses.
But one of the greatest benefits is the organisation and expectations you set. As this feature expands into other forms of communications, clients and colleagues, friends and family, will stop expecting your 24/7 availability. This habit can change the way you’re perceived and allow you space to breath.
Scheduling your email sends is more than just a nifty trick; it’s a robust tool that can revolutionise the way you handle your digital communications. Whether it’s enhancing your productivity, improving your work-life balance, or just giving you peace of mind, the benefits are substantial. So, why not give it a try?
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