E-mail: the messaging system most essential to our professional lives. For all its convenience, it is not without its share of problems. For all the technologies that have come and gone, email has stuck, and it looks like it’s not going away anytime soon.
It’s not unlikely that you have a lot of emails. If you don’t, congratulations! You’ve managed to stay a step ahead of the rest.
Many find their email inboxes flooded with hundreds if not thousands of unread messages, which can feel like a source of existential dread.
But it doesn’t have to.
As someone managing a musical project, it’s important that you respond to your essential emails in a timely manner. Saying it is easy, but how do you actually do that?
Here are a few pointers on managing that inbox, and keeping those crucial correspondences moving.
Set a time to Check your Email Everyday
One good practice is to check your email once a day at the same time. I know, this might sound impractical to some (what if I miss something!), but the benefits are real.
In doing so you create a concrete system for staying on top of your emails, one that may be far more effective than sporadically refreshing your email app or browser tab.
It’s important to ask yourself: how much do you really accomplish by impulsively checking your emails or remaining chained to email notifications.
Implement the once-a-day email method, and you’ll save yourself time and reduce stress.
Set up Email Reminders
To the tune of our first point, by setting up a daily reminder you can be sure that you won’t miss your daily email ritual.
Moreover, you can set reminders to respond to specific emails. If you know that you have an important email correspondence to get to, but don’t have the time or energy at the present moment to tackle it, set a reminder.
When your reminder goes off, bust out those emails!
Email subscriptions are like promotional pens. You accumulate them over time, not sure exactly where they came from in the first place (save for their branding). When you need one, it’s nowhere to be found.
Sure, some subscriptions are nice to have, but many are just a waste of precious — although virtually unlimited — space.
Ask yourself: do you really need that subscription to the hottest new videos of cats playing with yarn? Ok, maybe you do, but I think you get my point.
Do yourself a favor and get rid of the subscriptions you don’t need, and you’ll find yourself in an infinitely less cluttered virtual space.
Create Email Templates
As someone managing a performance group, whether it’s your own act or that of a larger company, you probably often find yourself sending the same kinds of emails.
When you do find yourself in that position, how nice would it be to have a convenient text template to use?
Save the text for your specific types of messages for later reference. You can do this in a Google or Word doc, or somewhere else, just as long as it’s accessible when you’re sending emails.
For example, you might have a template for your initial point of contact, sending an invoice, confirmation for an event, or any number of other scenarios.
Use Specific Subject Lines
Using specific email subject lines can save you a lot of time and energy.
If you find yourself searching your inbox down the line, you’ll have an easier time finding the important email because you’ve so wisely included relevant keywords in your subject line.
For example, if you’re sending an email regarding Sarah’s Wedding on November 25, a great email subject line for that would be “(My Group’s) String Quartet Performance for Sarah’s Wedding on November 25th”.
Finding important emails just got that much easier!
BookLive is packed full of automated features, such as sending reminders to your performers a full week before the event. What’s more, BookLive can automate so many aspects of your managerial duties, you’ll be kicking yourself for not taking advantage sooner.
Hey, go easy on yourself — you didn’t know.
Staying on top of emails and communications can be tough, but with BookLive to aid in your already scrupulous efforts, you’re certain to prevail.
May all your performances be spectacular!