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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 January 24, 2020

10 Good Habits To Have in Life To Be More Successful

10 Good Habits To Have in Life To Be More Successful

Habits are behaviors and patterns that you showcase by default. They enable you to carry out crucial activities like taking a shower, brushing your teeth, getting prepared for work.

Interestingly, you follow this routine every day without considering them. Your unconscious habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

  • The first category includes the habits that you hardly notice as they have become a major part of your life- such as brushing teeth or wearing clothes.
  • The second category comprises good habits to have to be more successful-like eating healthily, exercising your body and reading books.
  • The last group consists of those habits that are harmful-like procrastinating, smoking or overeating.

Habits are fundamental to becoming successful in life — or probably ending up a failure. Yet, as significant as habits are, some lack the knowledge of their capabilities.

Habits are default activities that you engage in without giving an afterthought. They are automatic behavioral or mental activities. They help you carry out some actions without exerting too much energy. They simplify your life.

Several people aspire to break bad habits. For instance, some people diet to stop overeating. They exercise to reduce obesity. Habits can hinder or impact your performance and productivity.

That’s why I would share 10 good habits to have to be more successful in life.

1. Begin Your Day with Meditation

I recommend mindful meditation early in the morning. This practice helps you to be in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

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2. Be Grateful for What You Have

Sometimes, you waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. When you have life, you have expectations. You will be free from challenges when you are six feet under. The only strategy you have to stop focusing on your problems is to focus on what you have.

Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Here’s what James Clear does every day,[1]

“I say one thing I’m grateful for each day when I sit down to eat dinner.”

3. Smile

Can you pause and smile before you continue reading this?

Now here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile or what’s called a Duchenne smile is a good habit to have if you want to find spiritual, emotional and mental peace of mind.[2]

Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. But, once you adjust yourself by putting up a smile, you begin to feel a new level of excitement and vibrancy.

Can you smile again?

4. Start Your Day with a Healthy Breakfast

Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.[3]

If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to ‘break your fast’ with healthy foods every morning.

This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

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Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

5. Exercise Daily

One of the good habits to have is to exercise your body and muscles every day. You don’t have to run a marathon or lift a weight. You only need to engage in less strenuous activities that oxygenate your blood and inject endorphins in your body.

Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule.[4] He said,

‘I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.’

He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

6. Manage Your Time as You Manage Your Finance

Another good habit is the act of managing your time effectively. This goes a long way to impact your achievement.

Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life.

So how do you manage your time effectively?

Here’s Jack Dorsey’s recommendation in one of the Techonomy events;

“I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

And this is Dorsey’s weekly theme:[5]

  • Monday – Management
  • Tuesdays – Product
  • Wednesday – Marketing and growth
  • Thursdays – Developers and partnerships
  • Fridays – Culture and recruiting
  • Saturdays – Taking off
  • Sundays – Reflection, feedback, strategy, and preparing for Monday

No wonder he was able to run two companies when others were struggling with one job.

7. Set Daily Goals with Intentions

Everyone has goals. It may relate to business or personal life. The truth is, we’re all tending towards a particular direction or another. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that you establish that help you develop short-term goals that are essential for your success.

Long-term goals may not give you the motivation you need to keep on. But when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

Here’s the main truth:Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,[6]

“What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

Be intentional about your daily goals!

8. Seek Inspiration

It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning after meditation, watch some motivational videos, and let the story of great leaders inspire you.

Establish what Anthony Robbins called the ‘hour of power.’ Determine how many minutes you spend but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

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Michal Solowow, an investor and the founder of Mitex, a construction company puts it this way,[7]

“The problems I encounter in everyday life motivates me to find solutions. This is a self-propelling mechanism. becoming a billionaire was never a motivating factor.”

9. Save Steadily, Invest with All Prudence

I can exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.[8]

However, it is not enough to save, and you must invest your fund and be wise with it. If you pay attention to this now, you will set yourself for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

10. Budget and Track Your Spendings

Benjamin Franklin warned of taking the precaution of little expenses. He said,

“A small leak sinks a great ship.”

It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

Budgeting is a good habit to have, which can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future.

The Bottom Line

Endeavor to cultivate these good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you achieve your goals.

More About Habits

Featured photo credit: Andrijana Bozic via unsplash.com

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Reference

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