How to spend less time on Emails every day and gain productivity.

mails are a very important business tool, and simultaneously a constant distraction. The challenge is to keep the business tool in perspective and reduce the distraction. Some people love long detailed emails and others short and to the point. 
Whichever style you prefer is correct.
American research on emails reveals the following. On average, office workers, owners receive between 120 and 200 emails per day, check the emails 15-30 times per day (the specific number does not really matter) and spend between 2.5 and 2.6 hours per day reading, answering and filing these emails. The research suggests that around 140 of these 200 i.e. 70% are irrelevant to the receiver.
Average professional spends 28% of the work day reading and answering emails (McKinsey USA). Time consuming activities include, creating folders, archiving emails into many folders, ...
There are 2 extremes generally – one end of the spectrum has nil in the inbox where everything is cleared each day, and at the other extreme where everything is saved and remains in their inbox.
How to reduce time spent on emails each day:

• Using folders and archives to organize and find emails is a large time waster most users have at least 37 folders – reduce to 2 – one to read later and one to action. Inboxes are not the only time consumer, as notifications appearing on the corner leads to a defocus and loss of productivity
• Set just 2 email windows per day, once in the morning and another in the afternoon. Turn off your email notifications even on your phone as they are a huge distraction, and temptation.
• Stop the BCC and CC of emails as they are for the most part a huge time consumer. Be very selective in who sees a copy.
• Productivity expert Sid Savara, believes that first thing in the morning spent between 30-45 minutes on things that are important and do not check your email until later. Another productivity expert Elizabeth Grace Saunders believes that emails should be checked only once per day in the mornings. The common element here is that both productivity experts advocate less time
• looking at and attending to emails.
• Use the search function as the fastest way to find any email (as opposed to folders).
• • Read emails only once, and reply on the spot. Do not come back to in order to respond, as this is a huge waste of time. Reduce email ping pong by considering answers, and only communicating when appropriate and fully.
• Consider the following actions;
  1/ having a to do list – emails that require action a little later
  2/ respond immediately
  3/ needs to be filed on the computer (e.g. a receipt for a bill paid, should be filed with the expenses and not as an email)
  4/ delete – not needed or wanted
  ​5/ unsubscribe, block and delete so won’t reappear

The conclusion is that there is a difference between being productive and being busy. Understand the difference, use time effectively, and boost your productivity.
​The goal is to reduce email time.