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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 16, 2018

16 Productivity Secrets of Highly Successful People Revealed

16 Productivity Secrets of Highly Successful People Revealed

The same old motivational secrets don’t really motivate you after you’ve read them for the tenth time, do they?

How about a unique spin on things?

These 16 productivity secrets of successful people will make you reevaluate your approach to your home, work, and creative lives. Learn from these highly successful people, turn these little things they do into your daily habits and you’ll get closer to success.

1. Empty your mind.

It sounds counterproductive, doesn’t it?

Emptying your mind when you have so much to remember seems like you’re just begging to forget something. Instead, this gives you a clean slate so you’re not still thinking about last week’s tasks.

Clear your mind and then start thinking only about what you need to do immediately, and then today. Tasks that need to be accomplished later in the week can wait.

Here’s a guide to help you empty your mind and think sharper:

How to Declutter Your Mind to Sharpen Your Brain and Fall Asleep Faster

2. Keep certain days clear.

Some companies are scheduling “No Meeting Wednesdays,” which means, funnily enough, that no one can hold a meeting on a Wednesday. This gives workers a full day to work on their own tasks, without getting sidetracked by other duties or pointless meetings.

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This can work in your personal life too, for example if you need to restrict Facebook access or limit phone calls.

3. Prioritize your work.

Don’t think every task is created equal! Some tasks aren’t as important as others, or might take less time.

Try to sort your tasks every day and see what can be done quickly and efficiently. Get these out of the way so you have more free time and brain power to focus on what is more important.

Lifehack’s CEO has a unique way to prioritize works, take a look at it here:

How to Prioritize Right in 10 Minutes and Work 10X Faster

4. Chop up your time.

Many successful business leaders chop their time up into fifteen-minute intervals. This means they work on tasks for a quarter of an hour at a time, or schedule meetings for only fifteen minutes. It makes each hour seem four times as long, which leads to more productivity!

5. Have a thinking position.

Truman Capote claimed he couldn’t think unless he was laying down. Proust did this as well, while Stravinsky would stand on his head!

What works for others may not work for you. Try to find a spot and position that is perfect for you to brainstorm or come up with ideas.

6. Pick three to five things you must do that day.

To Do lists can get overwhelming very quickly. Instead of making a never-ending list of everything you can think of that needs to be done, make daily lists that include just three to five things.

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Make sure they’re things that need to be done that day, so you don’t keep putting them off.

7. Don’t try to do too much.

OK, so I just told you to work every day, and now I’m telling you to not do too much? It might sound like conflicting advice, but not doing too much means not biting off more than you can chew. Don’t say yes to every work project or social engagement and find yourself in way over your head.

8. Have a daily action plan.

Don’t limit yourself to a to-do list! Take ten minutes every morning to map out a daily action plan. It’s a place to not only write what needs to be done that day, but also to prioritize what will bring the biggest reward, what will take the longest, and what goals will be accomplished.

Leave room for a “brain dump,” where you can scribble down anything else that’s on your mind.

9. Do your most dreaded project first.

Getting your most dreaded task over with first means you’ll have the rest of the day free for anything and everything else. This also means that you won’t be constantly putting off the worst of your projects, making it even harder to start on it later.

10. Follow the “Two-Minute Rule.”

The “Two-Minute Rule” was made famous by David Allen. It’s simple – if a new task comes in and it can be done in two minutes or less, do it right then. Putting it off just adds to your to-do list and will make the task seem more monumental later.

11. Have a place devoted to work.

If you work in an office, it’s no problem to say that your cubicle desk is where you work every day.

But if you work from home, make sure you have a certain area specifically for work. You don’t want files spread out all over the dinner table, and you don’t want to feel like you’re not working just because you’re relaxing on the couch.

Agatha Christie never wrote at her desk, she wrote wherever she could sit down. Ernest Hemingway wrote standing up. Thomas Wolfe, at 6’6″ tall, used the top of his refrigerator as a desk. Richard Wright wrote on a park bench, rain or shine.

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Have a space where, when you go there, you know you’re going to work. Maybe it’s a cafe downstairs, the library, or a meeting room. Whenever and wherever works for you, do your works there.

12. Find your golden hour.

You don’t have to stick to a “typical” 9–5 schedule!

Novelist Anne Rice slept during the day and wrote at night to avoid distractions. Writer Jerzy Kosinski slept eight hours a day, but never all at once. He’d wake in the morning, work, sleep four hours in the afternoon, then work more that evening.

Your golden hour is the time when you’re at your peak. You’re alert, ready to be productive, and intent on crossing things off your to-do list.

Once you find your best time, protect it with all your might. Make sure you’re always free to do your best uninterrupted work at this time.

13. Pretend you’re on an airplane.

It might not be possible to lock everyone out of your office to get some peace and quiet, but you can eliminate some distractions.

By pretending you’re on an airplane, you can act like your internet access is limited, you’re not able to get something from your bookcase, and you can’t make countless phone calls.

Eliminating these distractions will help you focus on your most important tasks and get them done without interruption.

14. Never stop.

Writers Anthony Trollope and Henry James started writing their next books as soon as they finished their current work in progress.

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Stephen King writes every day of the year, and holds himself accountable for 2,000 words a day! Mark Twain wrote every day, and then read his day’s work aloud to his family to get their feedback.

There’s something to be said about working nonstop, and putting out continuous work instead of taking a break. It’s just a momentum that will push you go further./

15. Be in tune with your body.

Your mind and body will get tired of a task after ninety minutes to two hours focused on it. Keep this in mind as you assign projects to yourself throughout the day, and take breaks to ensure that you won’t get burned out.

16. Try different methods.

Vladimir Nabokov wrote the first drafts of his novels on index cards. This made it easy to rearrange sentences, paragraphs, and chapters by shuffling the cards around.

It does sound easier, and more fun, than copying and pasting in Word! Once Nabokov liked the arrangement, his wife typed them into a single manuscript.

Same for you, don’t give up and think that it’s impossible for you to be productive when one method fails. Try different methods until you find what works perfectly for you.

Featured photo credit: Unsplash via unsplash.com

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