If you’re like most, you have a love hate relationship with email.
It’s most everyone’s nemesis.
Many of us tend to act like Pavlov’s Dog when it comes to email. We “hear it” pop into our inbox or phone… and we go nuts, running to read this urgent earth shattering news from the boss, a client, prospect, family member or friend.
Then comes the let down…most of the time it’s not overly important and could have been read and answered later.
Improving your email habits can drastically increase your productivity. Like any new approach, it will take discipline, consistent actions, and a reasonable about of time for this change to become a habit. But after awhile, if you take this challenge seriously, you will be FREE (and you can send me a thank you note).
So here’s my challenge to you…STOP letting email control your day. Here is a basic new routine that can change your life. As in most things, it’s all about choices. I’m giving you the knowledge…it’s up to you to decide if you want to use it.
- Check email only at scheduled times for a specified amount of time. Two-three times a day for 30-45 minutes works well for many. Unplug until the next scheduled time. I know you think this is impossible, but the truth of the matter is…you can do this! It’s just a NASTY MYTH in your head that the world will come to an end.
- Unsubscribe relentlessly. Make sure you receive only the things you really want to receive and read.
- Reduce the amount of routed email (i.e., cc’d from coworkers) to only that which is essential. Tell co-workers who “cc” you on non-essential emails to STOP IT. It’s also worthwhile to tell people who tend to “reply to all” when it’s not required, to STOP IT.
- Set up rules and folders so “information” you don’t “need” to read now goes directly into folders. These emails can be from vendors, publications, news feeds, internal info you get regularly that doesn’t require an action, and any other email that doesn’t require an immediate response. You can set up times to review these folders daily, every other day, or at other times when it’s convenient for you.
- Resist the temptation to check your email more than your scheduled times! It’s a simple step but has a profound effect on productivity.
- Quickly delete on your first pass through your inbox. Use the second pass for replies and other follow-up actions.
- Empty your inbox every day and keep it that way. Delete most and file the rest.
- Count to five before clicking “Send.” Make sure your email is clear and represents what you really want to say to avoid a lot of back-and-forth later.
- One topic, one subject. Change the subject line when conversation turns to another topic, and break up multiple topics into separate emails for easy filing and recall.
- AGAIN: Resist the temptation to check your email more than your scheduled times! It’s a simple step but has a profound effect on productivity. (I had to say this again because it’s the key to success).
As always, have a great week.