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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.

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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

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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.

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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.

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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

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Last Updated on August 10, 2020

15 Simple Things You Can Do To Turn Your Life Around

15 Simple Things You Can Do To Turn Your Life Around

Life can be difficult. It can seem like nothing goes your way and the world is against you. The world can be a very cruel and lonely place. But there are things that you can do to begin turning your life around.

Whether you’re in a job you hate, struggling with a loss, or just not on the path you expected, only you hold the key to turning your life around. Here are 15 simple things you can do to turn your life around.

1. Read Daily

Reading lets you escape to a different place within your mind. It can be relaxing and calming. And it helps stimulate brain activity and keeps you sharp.

Reading daily can help you spend time away from the problems of the day and allow you to escape into a world of endless possibilities. Changing your perspective can help you turn around your life, and reading is a great place to start.

Here’re some recommendations: 20 All-Time Best Motivational Books to Inspire You

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2. Put Your Goals in Writing

When thoughts are banging around in our heads, they can easily slip away. Walk from one room to another and you forget what you were doing!

Make sure your goals are concrete and written down. This will help you stay accountable to yourself and is the first step in completing your goal. By writing it on a piece of paper, you must put in the thought of how you should word it, what exactly you want to accomplish, and will make you consider if it’s truly worth it.

3. Prune Your Relationships

Too often, relationships can be destructive. This is often looked at through the scope of romantic relationships, but also consider life-long friends, family, and acquaintances. Are the people you spend time with bringing you down? Are they helping you achieve your goals or hindering? It can be difficult, but pruning your relationships can be the quickest catalyst in turning your life around.

4. Make New Friends

Don’t underestimate how a new person or group of friends in your life can change your outlook. Be open to meeting new people, both at work and in your personal life.

5. Get Healthy

When you feel great, good things seem to come your way. Working out helps you feel better about yourself and can help change your outlook on life. Eating right can help you have the energy to do more. Getting healthy can improve your entire outlook on life and help turn your life around.

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6. Start Saving

For many, financial struggle can weigh heavy and be the cause of many problems. Without a change of job or career, changing your financial situation will take time and effort. Start saving with each paycheck to help build toward your future. Even if it’s a small amount each check, consistency in saving can help you change your path in the future.

7. Start a Business

Working for others can be tough. You may be underemployed, under-utilized, and under-appreciated. Starting a business can help you take control of your financial future.

Understand that you don’t have to quit your current job to start a business. Find something you love and have skills at and do it in your free time. If you’re in creative services, freelance. If you’re great at carpentry, build tables to sell. If you are a talented painter or crafty, start an Etsy store.

You may find that your side passion business can turn into more. Or, if you have the opportunity and skills, take the plunge and go all in. Working for yourself is challenging, but a great opportunity to change your life.

Here’re some tips for you: How to Start a Small Business with Little to No Money

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8. Find Opportunities to Help Others

Helping others can change your outlook and help turn your life around. Changing the way you think about the world can play a part. But helping others can also open up doors you never had available. Being a good person can help you get out of a funk and can be the catalyst for change.

9. Learn a New Skill

When you have more skills, additional opportunities will be presented. If you’re tired of your blue collar job, take classes to learn computer skills. If you’re struggling to move up in your company, find a skill that makes you more valuable. And if you want financial freedom, learn a skill that can help you change your life. Knowledge is power.

10. Stop Watching TV

Watching TV can keep you distracted and take up a lot of time. Cutting out the time you spend watching TV and replacing it with more productive activities can help you accomplish more and stay focused.

11. Listen to Inspirational Content

You can learn much about yourself from others. Find inspirational and educational content that matches your needs and give it a listen. You may find that the advice from others in similar situations can give you the boost you need to change your life.

12. Stop Complaining

Negative thoughts and talk can turn people against you and make your outlook grim. Stop complaining so much and make the best out of your situation.

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13. Find or Rekindle Your Passion

Doing what you love can change your entire outlook on life. When you’re doing things you hate, you can be more stressed and make life much harder than it needs to be. Find things you’re passionate about and rekindle the love for what you enjoyed in the past. Doing what you love can turn your life around and make each day more rewarding.

14. Take a Vacation (or Staycation)

Sometimes, hitting the reset button is all it takes to improve your situation. Taking a vacation, or staycation, is a great way to get away from the stress of the daily grind and recharge your battery. A vacation can give you the perspective you need to change your life.

15. Re-evaluate Your Attitude

How you view the world will often reflect in how you treat yourself. Re-evaluate your attitude and ensure that you’re doing all you can to make the most out of every situation. A change in how you view your situation can often be the push that helps you change your life for the better.

More Tips to Help You Change Your Life

Featured photo credit: Conner Ching via unsplash.com

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