How to master the daily email chaos

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Munich, May 6, 2024 – According to Statista, there were an estimated 4.37 billion email users worldwide in 2023. In Germany, 80 percent of the population used the internet to send and receive emails. Working people in Germany receive an average of 42 emails per day. Compared to 2021, the number has increased by 16 emails alone, according to the industry association Bitkom. The challenge here is to keep track of the unstructured information and identify the resulting tasks.

The following procedure is recommended to get the e-mail chaos under control:

  1. Automate the email process as far as possible: For this to succeed, priorities must first be defined and rules established. Deleting spam and advertising and identifying emails that only need to be forwarded is also key.
  2. Decide what to do immediately on reading: The aim should be to read an email only once. And in the event that this results in a specific task (with a time expenditure of more than five minutes), this should be immediately transferred to a project management or collaboration software.
  3. Avoid distractions while working on emails: It is helpful to set yourself fixed time slots for working through emails. If this is not possible, you should at least ensure that the emails can be processed in a focused manner.
  4. Switch off alerts: If you are constantly interrupted in your work by acoustic or visual notifications from your email program, you will not be able to concentrate. Alerts should therefore always be switched off.

"Companies and organizations that follow these tips will find it even easier if they also make use of the possibilities offered by modern Outlook integrations," says Dr Andreas Tremel, co-founder and CEO of Munich-based software manufacturer InLoox. The company offers a project management platform of the same name which, among other things, helps to transform unstructured e-mail information into structured tasks. The platform acts like a functional extension of Outlook.

An AI assistant then analyzes the content of the emails and suggestions for possible tasks are created based on this. These can then be adopted or modified. The AI also estimates the time required for each task and suggests a completion date. The tasks are displayed in a side panel integrated into Outlook - sorted by due date so that you can see at a glance what has priority. Conveniently, the tasks can also be edited directly in the side panel. Documents and e-mail attachments can also be added to the task using drag & drop. If required, digital time recording can also be started directly from a task.

So what are you waiting for? It's definitely worth a try! Because one thing is certain: the time and energy you save when dealing with emails will be available for other projects and things - even if it's just for a relaxed coffee with colleagues or finishing work earlier.

Further information & link to download in the Microsoft Store

Details on the InLoox for Outlook Integration.

The add-in can be downloaded from the Microsoft Store here.

InLoox Company Profile

The Munich-based company InLoox was founded in 2001 and develops project management solutions that simplify and accelerate business processes.

The product portfolio includes three editions, InLoox Professional and InLoox Enterprise in the cloud, as well as InLoox On-Prem for installation in your own network. End users can access their project data either via InLoox for Outlook, an intuitive project management software fully integrated into Microsoft Outlook, via InLoox for Windows, or via InLoox Web App.

InLoox is used by 15 percent of DAX-listed companies and by more than 60,000 users on five continents and in over 60 countries. InLoox customers include AOK plus, AVIS, Canon, Charité Berlin, Deutsches Rotes Kreuz, ElectronicPartner, Hitachi, Hoffmann Group, INTERNORM, Leonardo, Novartis, Pentax Europe, Schenker Deutschland, SEAT, Siemens, SOS Kinderdörfer, US Airways, ver.di and many more.

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Press contact

InLoox GmbH
Carola Moresche
Walter-Gropius-Straße 17
D-80807 Munich

Phone: +49 (0) 89 358 99 88 - 68

Schmidt Kommunikation GmbH
Alexandra Schmidt
Schillerstraße 8
D-85521 Ottobrunn b. Munich

Phone: +49 (0) 89 60 66 92 22

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