Advertising
Advertising

4 ways your email use hurts your productivity

4 ways your email use hurts your productivity

Email is a big part of most peoples lives. You use it to communicate with loved ones, get project updates from clients, send your clients promotions for your products any many other things.

With this heavy reliance on email it’s also become something of a whipping horse for being an ineffective tool. Email is not the problem, how you choose to use your email is the problem.

If you use your email in ineffective ways then of course it’s a terrible tool. A screwdriver makes a terrible hammer, but we don’t insist on using it as a hammer while lamenting how terrible it is at being a hammer.

Next time your complaining about email, make sure you’re not using it in these 4 ways that it should never be used.

1. It’s not a task manager

Your email is not a spot to collect a bunch of action items. It is not your task list.

Advertising

First off there is no real way to prioritize your emails, they don’t have ‘due’ dates and can’t easily be grouped in to projects.

Second you don’t control the things that come in to your inbox. Anyone can send you something that they feel is important for you to do and you then have to use brain capacity deciding what to do about that item.

Third you can’t assign an email to someone and then track how it’s going. Sure you can forward it, but do you see the updates between the other people on the email only when you want to see them? Nope you get grouped in with a CC and just get every update even when it has no importance to your day.

Instead of using your inbox as a collection spot for your tasks you need to use something like Todoist or OmniFocus to track them. If you’re on a team and task assignments need to change hands regularly then it’s time to look in to a more robust system like Redbooth or Basecamp.

When you sit down once ore twice a day deal with everything in your inbox by either replying to it right away or pushing it in to your task management system to be dealt with later. Once it’s in your task management system of choice you can give it priority and schedule it to be dealt with.

2. It’s not a file folder

Advertising

Yes search in some email providers is pretty good so you can find things fairly easily but your email is not a big file folder for you to store things.

First off, you can’t search inside attachments like a tool like Evernote can. Where Evernote allows you to search and find that text in the specific document email leaves you a long list of items with attachments you need to dig through to find the single thing you need.

Second you can’t efficiently organize all those assets, how do you include a hand written note that should go with the email. You could take a photo and email it to yourself but that just means it’s in with all the other clutter emails that really aren’t that important like the single ‘yes’ email which approved a change to a project.

Instead of keep all your documents in your email, use tools like Evernote to manage all your digital files. Use a project management tool like Basecamp to tie important documents with their projects.

3. It’s not a phone

The beauty of email is that it’s asynchronous so I can deal with an email when it’s good for me and you can deal with it when it’s good for you. We don’t have to negotiate a time to talk in the midst of our busy schedules.

Advertising

But text misses so much meaning and many times waiting for that response  holds up a real project with a real deadline. All too often our love of email means we never even think of picking up the phone so we have 22 emails over 5 days trying to clarify nuances which could have been clarified in a 2 minute phone call.

Use all the tools at your disposal to bring clarity to your work and that includes the phone. If you send more than 2 emails trying to clarify something it’s time to pick up the phone and have that 5 minute phone call to get things on track again.

4. Your email attempts consensus building

All to often things get put on hold because no clear action was provided in an email. To combat this it’s time to start making your emails short and actionable.

Pretend your asking someone a question that has 2 possible outcomes. Most emails would look something like this:

Hey Bob,

I was wondering if you liked A or B. Let me know.

That’s a terrible way for you to wait forever to move because Bob just doesn’t deal with his email quickly. Instead write it like this.

Hey Bob,

I was wondering if you liked A or B. I think A is the way to go and unless I hear back from you in 2 days that’s what we will do.

Now you’re not stuck waiting for Bob, you’ve told him that in 2 days you’re going with option A. If Bob doesn’t get back to you in 2 days go ahead and do it.

If you really do need Bob to weigh in don’t send that email, call Bob and take 5 minutes to hash it out then move forward.

Advertising

If you can stop using your email in these 4 terrible ways you’ll find pretty quickly that email isn’t that bad. You just needed to use it for the right job.

Featured photo credit: Rolands Lakis via flickr.com

More by this author

4 Ways to Become a People Connector How Focussing On Project Failure Can Lead To Success 3 Ways To Cut Your Daily Work Interruptions 3 Reasons you need to prioritize sleep if you want to be successful 5 Reasons Saying Yes is Hurting Your Business

Trending in Productivity

1 9 Things Successful People Do To Always Get What They Want 2 Top 10 Reasons Why People Don’t Reach Their Goals 3 10 Best Task List Apps to Boost Productivity in 2020 4 10 Practical Ways to Improve Time Management Skills 5 Why Self Development Should Be On Your Life Goals List

Read Next

Advertising
Advertising
Advertising

Last Updated on May 28, 2020

9 Things Successful People Do To Always Get What They Want

9 Things Successful People Do To Always Get What They Want

One of the best decisions I’ve ever made was to take on the job of hosting my own weekly radio show. My radio show is about finding some of the most successful people in the world and bringing them on my show to ask them about what they did to become so successful in life and business.

In this article, I’m going to share with you some of the key takeaways I’ve picked up from talking to – and reading about – thought leaders from various fields about the things successful people do. Here, you can get some insights on how to get what you want.

Ready to dive in? Let’s go.

1. They Know What They Want

The first and most important thing that successful people do to always get what they want is so simple that most people forget about it: they figure out what they actually want.

When you know what you want, you will also know how to get what you want. If you’re unsure about what you want in life and business, I’d suggest picking up some career and self-improvement books to help you gain some clarity and focus.

2. They Are Assertive

Successful people know that they need to be both bold and sincere. Balancing these two characteristics is the essence of assertiveness.

Advertising

Oh, and by the way – being assertive is not a natural talent someone is born with. Assertiveness is a learned skill and anyone can do it, including you!

3. They Learn

You may have heard of the old saying, “great leaders are readers”. For the most part, I’d say this is true.

Let me give you an example. On my radio show, I regularly ask successful people about their habits that lead to success. Do you want to know something really neat? Every single one of them reads books.

Successful people read and learn as much as they can about what they want so that they can get what they want. If you’re curious about how to get what you want, then start reading a book. If you’re low on time, subscribe to a book summary site to get the core concepts of the books in your industry quickly.

4. They Make Things Meaningful

One of the most powerful things successful people do to always get what they want is that they make things meaningful. That is, they ensure that whatever endeavor they decide to embark upon is meaningful to them (and not necessarily to anyone else). They know and understand that it’s only worth it if it matters.

5. They Ask

One big thing that successful people always do to get what they want is this: they ask.

Advertising

Most people are too shy to ask for what they really want. If you are too shy to ask, you may never know how to get what you want. So, don’t be like most people.

Here’s an exercise you can do to get over it: next time you’re buying something, regardless of what it is, ask for a discount. Just do it. The worst-case scenario is that you’ll get a chuckle from the Barrista at Starbucks. The best-case scenario is that you’ll get comfortable with negotiating when it’s time to buy your next car.

6. They Take Action

Insight without action is useless. Successful people know that to always get what they want, they’ve got to take massive action.

One of the most powerful exercises I’ve ever discovered is this: never leave the sight of a goal without taking some kind of action towards its achievement. In other words, as soon as you decide you want something or as soon as you set a goal of some kind, do something – anything – that shifts you closer towards getting it.

7. They Use Their Time Wisely

Have you ever heard of NET time? It stands for “No Extra Time”.

For example: when you’re driving and sitting in traffic, are you listening to Mylie Cyrus? Or are you listening to an audiobook?

Advertising

Successful people take NET time seriously. Get yourself some audiobook so you can start listening to the best business and self-improvement books available – all while you’re on your way to work in the morning.

8. They Choose to Lead

You don’t need to have formal authority to become a leader. You just need to choose yourself. All successful people know this, and so should you. Knowing how to get what you want requires knowing how to lead the way for others and yourself.

Don’t wait for anyone else to do it, because the truth is that most people want to be led anyway. So, just step up and claim authority. Be the leader you wish you always had.

9. They Contribute

Successful people know that to get what they want, they have to be willing to help other people get what they want.

What happens when you stop doing your job? What happens when you stop caring about your schoolwork? What happens when you become emotionally disconnected from a relationship?

You suffer – that’s what happens. Successful people know and understand that in order to succeed, they need to contribute. They need to add value to the lives of others. They need to do their best so that they can become the best.

Advertising

So, Now What?

I hope this article has re-ignited the fire that you already had within you to be successful at any endeavor. The reason why I’m stressing the fact that you’ve already got everything you need to succeed and get what you want is that you wouldn’t be reading this if you weren’t already motivated to be successful.

At the end of the day, however, all the insights in the world are worth nothing unless you combine them with action. When it’s all said and done, it’s your decision what you do with this list and how you apply it to your life and career.

But if I may, here’s what I would suggest you consider as you get started doing the things to help you succeed:

Review this list of the 9 things successful people do to always get what they want and then compare it with where you currently are at each one of these 9 things. Rate yourself in each one of the 9 things. Next, pick just ONE of them to work on every week.

For example, if you find that you’d like to learn more about the business side of the company you work for, then go read the best business books to help you do that.

Never stop learning. Always feed your mind with the knowledge you need to become as successful as possible within your area or industry. It doesn’t matter how busy you are. We’re all busy. Make the time to expand your knowledge.

And remember: every key learning should be immediately followed with action.

More Tips About Leading a Successful Life

Featured photo credit: Austin Distel via unsplash.com

Read Next