How to Segment Email Accounts & Email Checking/Reading Schedule
“Take Back Control of Your Email Today!”
SECTION OVERVIEW:
- Distraction/Problem & Solution
- Segmenting Email Accounts
- Checking & Reading Emails
- Examples & Action Plan
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Distraction/Problem & Solution
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Distracting Thing: many emails from many different people (in ONE email account)!
Distracting/Negative Thought: consciously or unconsciously feel lazy, reluctant, “I don’t want to, but I have to” feeling => have to waste time going through a bunch of unimportant emails to get important ones. And if you think you “may miss important emails,” you’ll probably double check the whole mess and going through the negative process again! FYI: no email is really important unless it’s an emergency i.e. someone’s dying. But know this: if it’s really, really important (e.g. someone’s dying), you would get a phone call instead of an email!
Remove Distraction Solution: sign up for email accounts to segment and filter emails from different sources to their respective/associated email accounts.
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Segmenting Email Accounts
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Purpose: to create different email accounts, so you can segment emails from various sources to their respective/associated email accounts. See below:
**IMPORTANT: use a Firefox add-on called “Gmail Manager” to manage these email accounts. With Gmail Manager, you can auto-login and see how many unread email in each account. NOTE: auto-login only to the Email Accounts you’ll actually check/read (highlighted below)!
- PRIMARY PERSONAL EMAIL. For only family & friends. Do NOT use this to subscribe to any list.
- PRIMARY BUSINESS EMAIL. For only business contacts, network, and/or clients. (If used Gmail, use this as the email to retrieve your password from other Gmail accounts). Do NOT use this to subscribe to any list, except for “auto-forwarded” emails from networking events/seminars.
- Support Email. To receive customer’s support emails & support tickets.
- Important Newsletter Email. To get emails from people you want to read (read 1-4 times per month).
- Important Purchase Email. To receive only purchase info from people you know & trust: the purpose is to NOT receive constantly promo emails from them. *HINT: people you know & trust should NOT constantly send you promotion email! They should really have your best interest at heart.
- Other Purchase Email. For your request of support from seller and for receiving purchase info from new seller you don’t know or from seller (you know) who constantly sends out promo emails.
- Payment Notification Email. To receive (automated) notifications when someone pay you.
- Throw-away Email. To get freebies/initial info/newsletter/commenting.
- Affiliate Account Email. To confirm affiliate accounts and receive commission notifications & merchant emails.
10. Backup Email. For emailed database copies (e.g. WordPress Database Plugin) or others (e.g. forwarded emails you want to keep a record).
11. Newsletter Copies Email. To receive what you’ve sent to your subscriber lists. Send a “test email” to this email first before sending it out to your list.
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Checking & Reading Emails
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Purpose: to identify which email accounts need to be checked & read and the frequency of the checking & reading (e.g. daily, weekly, or monthly).
Definition:
- *Check = glance/scan the “Subject” & “Sender” of the email to see if it needs to be *Read.
- *Read = only if you think it’s important/requires attention, open and read the email message.
- Primary Personal Email. Frequently: check daily or every other days e.g. for Facebook friends.
- Primary Business Email. Frequently: check daily or every other day(s) e.g. for Twitter network.
- Support Email. Rarely/Occasionally/Frequently: if have outsource, you will rarely need to read; if not, read frequently during your product launch and once a week or two week afterward.
- Important Newsletter Email. Occasionally: read once a week or two week.
- Important Purchase Email. Occasionally: read once a week or two week (e.g. for product info).
- Other Purchase Email. Sometimes: read once or twice a month (e.g. for product info/updates).
- Payment Notification Email. Rarely/Frequently: check payment notification frequently during your product launch and once a month afterward.
- Affiliate Account Email. Rarely: check once a month for affiliate commissions & updates.
- Throw-away Email. None: not read at all but do check “Subject: Title” + “Content” for research.
10. Backup Email. Rarely: check once a month to see if backup system is fine.
11. Newsletter Copies Email. Rarely: check once a month to see what have been sent.
**IMPORTANT: use a Firefox add-on called “Gmail Manager” to manage these email accounts. With Gmail Manager, auto-login only to the Email Accounts you’ll sometimes-frequently check/read (highlighted above)!
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Examples & Action Plan
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Purpose: to give you examples and an easy to-do task/action plan, so you can take control of your email and free/get you more time to work on your online business.
GMAIL ACCOUNT EXAMPLE:
*NOTE: sometimes the Gmail address may not be available, so try other Gmail address alternatives.
- JohnSmith@gmail.com = Primary Personal Email. (Alternative: JohnSmith.com@gmail.com)
- JSbiz@gmail.com = Primary Business Email. (Alternative: JohnSmithBiz@gmail.com)
- JSsupport@gmail.com = Support Email. (Alternative: JohnSmithSupport@gmail.com)
- JSnews@gmail.com = Important Newsletter Email. (Alternative: JohnSmithNews@gmail.com)
- JSpurchase@gmail.com = Important Purchase Email. (Alternative: JSBuy@gmail.com)
- JSpurchase2@gmail.com = Other Purchase Email.
- JSpayment@gmail.com = Payment Notification Email.
- JSaffiliate@gmail.com = Affiliate Account Email.
- JSthrowaway@gmail.com = Throw-away Email.
10. JSbackup@gmail.com = Backup Email.
11. JScopies@gmail.com = Newsletter Copies Email.
ACTION PLAN:
Create Your New Gmail Account: https://www.google.com/accounts/NewAccount
Major Objective #1: Create First 5 Main Gmail Accounts
Completion Time: 30 minutes
- Primary Personal Email. Frequently: check daily or every other days e.g. for Facebook friends.
- Primary Business Email. Frequently: check daily or every other day(s) e.g. for Twitter network.
- Support Email. Rarely/Occasionally/Frequently: if have outsource, you will rarely need to read; if not, read frequently during your product launch and once a week or two week afterward.
- Important Newsletter Email. Occasionally: read once a week or two week.
- Important Purchase Email. Occasionally: read once a week or two week (e.g. for product info).
Major Objective #2: Create Other 6 Gmail Accounts
Completion Time: 30 minutes
- Other Purchase Email. Sometimes: read once or twice a month (e.g. for product info/updates).
- Payment Notification Email. Rarely/Frequently: check payment notification frequently during your product launch and once a month afterward.
- Affiliate Account Email. Rarely: check once a month for affiliate commissions & updates.
- Throw-away Email. None: not read at all but do check “Subject: Title” + “Content” for research.
- Backup Email. Rarely: check once a month to see if backup system is fine.
- Newsletter Copies Email. Rarely: check once a month to see what have been sent.
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Well, that’s all for Email Segmentation & Filtering for now…
*NOTE: it took me quite some times to write up this guide, so please, please do feel obligate to complete the Action Plan(s) above to help yourself FREE from the email time-eating beast that had wasted you many hours that you could have spent on your business… until now! 
My best regards to you and your business!
~ Minh Tri | Mint Tree ~
P.S. Again, it’s very, very easy to do and only takes 30 MINUTES (or 60 minutes if you want to do the other part)! Only 30-60 minutes and you’ll have a ton of time once you’ve set this up!
YOUR “BUSINESS ON-THE-LINE” ASSIGNMENT: Complete the 60 min ACTION PLAN above!
[SUPER TIPS]: use Roboform or similar auto-fill software to automatically fill in the field for you! If you have this software, it’ll probably take about 10 min to do this!
Also, once you fill out and submit the Gmail account registration form once, Firefox should remember what you’ve input, so just “double click” on the field to see/select what you’ve input before.
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