Advertising
Advertising

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.

Advertising

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 ;)

Advertising

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.

Advertising

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.

Advertising

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

The Reason Why You File Emails is Not What You Think 3 Tips to Organise Your Dropbox Folders The Ultimate Guide to HBDI – Herrmann Brain Dominance Instrument Infographic 14 Time Management Templates to Help You Get Organised Man about to run Take the 7-Week Time-Management Challenge

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