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The Reason Why You File Emails is Not What You Think

The Reason Why You File Emails is Not What You Think

You spend 10% of your working week filing emails, according to research by IBM. That’s 4 hours. Really? Half a work day filing emails? When I read the research, I didn’t believe it either. But, as someone who has been providing time-management training for over 15 years, I’ve met learners who are really passionate about their filing. You probably know someone like that too. You’ll have seen their Outlook folders to the left of their inbox. Some are truly a work of art – 60 folders deep and 6 wide. Structures that have grown and morphed over time, like an ant’s nest burrowed into the soil. You can almost feel those people desperately trying to drag an email into a folder, but it just won’t fit. Another folder gets created. And the nest of tunnels grows.

The IBM research looked at what we do with emails. The researchers used terms like “refinding” to describe the process of looking for an email that we’ve read in the past and that we need to read again or act on. They observed over 85,000 refinding actions across 345 users. Their insights are incredible.

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There are 3 Types of Filer

The users were split into 3 groups when it came to filing: No Filers, Frequent Filers, and Spring Cleaning Filers. Which one are you?

Not Replying to Emails When We Should

37% of the emails the users opened should have been replied to but weren’t. We call this the “Email Ostrich”. Someone who opens emails, winces, and then closes them again. I bet you’ve never done that ;)

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Creating Folders to Understand What We Need to Do

We create folders because we think we want to put our emails away for safekeeping until we need them again. Research suggests that over 80% of the emails we file away are never looked at again. What we’re really engaging in is a “just in case” response. “Well, I might need to cover my butt on the XYZ project, so I’ll file this,” we say. The gurus’ answer? Get good at using advanced search, because you’ll always know something about the email you want to refind. You’ll remember who it’s from, a key word, the rough date – something that will help you to refind the email. Add to that the fact that most companies archive emails for 7 years, and you’ll see that there’s no danger of losing the email.

The reason we create folders to the left of our inbox is to understand the email-related tasks we need to do. It’s a little like walking through the forest with a machete, chopping at the undergrowth. As we chop away, putting emails in folders, we can see the way ahead, as if we’re clearing the shrubs and leaves away to see the path ahead. The underlying reason we do this is that we are using our inbox as our to-do list, and we believe that getting sight of that to-do list is essential if we are to make progress.

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But here’s the real rub…

We’ve created a wonderful structure of folders, wide and deep, which has grown with us as we have grown into our job. The most damning insight from the research is that those who file take as long as those who do not file to refind an email! This is because the folders were created as a means of clearing the inbox, not as a means of organizing them for refinding. Therefore, when the Frequent Filer looks for an email, they cannot follow a logical sequence to refind that email because there isn’t one. Additionally, their filing structure on their email system is different from the one on their hard drive, so they essentially have two filing cabinets being used. Each one has a different structure according to its format, i.e. one filing cabinet for emails and one for everything else. That adds up to a poorly structured filing system.

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So, What’s the Answer?

  1. Stop filing your emails immediately.
  2. Put all your folders, with their emails, into archive.
  3. Become good at using advanced search to find your emails in Outlook, Gmail, or Apple Mail.
  4. Advanced action: Don’t use your inbox as a to-do list. Create one each day for yourself. This time management template will help.

Featured photo credit: Jeremy Bishop via unsplash.com

More by this author

Darren A. Smith

Founder of Making Business Matter - Training Provider to the UK Grocery Industry

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Last Updated on November 15, 2018

Success In Reaching Goals Is Determined By Mindset

Success In Reaching Goals Is Determined By Mindset

What do you think it takes to achieve your goals? Hard work? Lots of actions? While these are paramount to becoming successful in reaching our goals, neither of these are possible without a positive mindset.

As humans, we naturally tend to lean towards a negative outlook when it comes to our hopes and dreams. We are prone to believing that we have limitations either from within ourselves or from external forces keeping us from truly getting to where we want to be in life. Our tendency to think that we’ll “believe it when we see it” suggests that our mindsets are focused on our goals not really being attainable until they’ve been achieved. The problem with this is that this common mindset fuels our limiting beliefs and shows a lack of faith in ourselves.

The Success Mindset

Success in achieving our goals comes down to a ‘success mindset’. Successful mindsets are those focused on victory, based on positive mental attitudes, empowering inclinations and good habits. Acquiring a success mindset is the sure-fire way to dramatically increase your chance to achieve your goals.

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The idea that achieving our goals comes down to our habits and actions is actually a typical type of mindset that misses a crucial point; that our mindset is, in fact, the determiner of our energy and what actions we take. A negative mindset will tend to create negative actions and similarly if we have a mindset that will only set into action once we see ‘proof’ that our goals are achievable, then the road will be much longer and arduous. This is why, instead of thinking “I’ll believe it when I see it”, a success mindset will think “I’ll see it when I believe it.”

The Placebo Effect and What It Shows Us About The Power of Mindset

The placebo effect is a perfect example of how mindset really can be powerful. In scientific trials, a group of participants were told they received medication that will heal an ailment but were actually given a sugar pill that does nothing (the placebo). Yet after the trial the participants believed it’s had a positive effect – sometimes even cured their ailment even though nothing has changed. This is the power of mindset.

How do we apply this to our goals? Well, when we set goals and dreams how often do we really believe they’ll come to fruition? Have absolute faith that they can be achieved? Have a complete unwavering expectation? Most of us don’t because we hold on to negative mindsets and limiting beliefs about ourselves that stop us from fully believing we are capable or that it’s at all possible. We tend to listen to the opinions of others despite them misaligning with our own or bow to societal pressures that make us believe we should think and act a certain way. There are many reasons why we possess these types of mindsets but a success mindset can be achieved.

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How To Create a Success Mindset

People with success mindsets have a particular way of perceiving things. They have positive outlooks and are able to put faith fully in their ability to succeed. With that in mind, here are a few ways that can turn a negative mindset into a successful one.

1. A Success Mindset Comes From a Growth Mindset

How does a mindset even manifest itself? It comes from the way you talk to yourself in the privacy of your own head. Realising this will go a long way towards noticing how you speak to yourself and others around you. If it’s mainly negative language you use when you talk about your goals and aspirations then this is an example of a fixed mindset.

A negative mindset brings with it a huge number of limiting beliefs. It creates a fixed mindset – one that can’t see beyond it’s own limitations. A growth mindset sees these limitations and looks beyond them – it finds ways to overcome obstacles and believes that this will result in success. When you think of your goal, a fixed mindset may think “what if I fail?” A growth mindset would look at the same goal and think “failures happen but that doesn’t mean I won’t be successful.”

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There’s a lot of power in changing your perspective.

2. Look For The Successes

It’s really important to get your mind focused on positive aspects of your goal. Finding inspiration through others can be really uplifting and keep you on track with developing your success mindset; reinforcing your belief that your dreams can be achieved. Find people that you can talk with about how they achieved their goals and seek out and surround yourself with positive people. This is crucial if you’re learning to develop a positive mindset.

3. Eliminate Negativity

You can come up against a lot of negativity sometimes either through other people or within yourself. Understanding that other people’s negative opinions are created through their own fears and limiting beliefs will go a long way in sustaining your success mindset. But for a lot of us, negative chatter can come from within and these usually manifest as negative words such as can’t, won’t, shouldn’t. Sometimes, when we think of how we’re going to achieve our goals, statements in our minds come out as negative absolutes: ‘It never works out for me’ or ‘I always fail.’

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When you notice these coming up you need to turn them around with ‘It always works out for me!’ and ‘I never fail!’ The trick is to believe it no matter what’s happened in the past. Remember that every new day is a clean slate and for you to adjust your mindset.

4. Create a Vision

Envisioning your end goal and seeing it in your mind is an important trait of a success mindset. Allowing ourselves to imagine our success creates a powerful excitement that shouldn’t be underestimated. When our brain becomes excited at the thought of achieving our goals, we become more committed, work harder towards achieving it and more likely to do whatever it takes to make it happen.

If this involves creating a vision board that you can look at to remind yourself every day then go for it. Small techniques like this go a long way in sustaining your success mindset and shouldn’t be dismissed.

An Inspirational Story…

For centuries experts said that running a mile in under 4 minutes was humanly impossible. On the 6th May 1954, Rodger Bannister did just that. As part of his training, Bannister relentlessly visualised the achievement, believing he could accomplish what everyone said wasn’t possible…and he did it.

What’s more amazing is that, as soon as Bannister achieved the 4-minute mile, more and more people also achieved it. How was this possible after so many years of no one achieving it? Because in people’s minds it was suddenly possible – once people knew that it was achievable it created a mindset of success and now, after over fifty years since Bannister did the ‘impossible’, his record has been lowered by 17 seconds – the power of the success mindset!

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