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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

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

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Last Updated on September 20, 2018

8 Ways to Train Your Brain to Learn Faster and Remember More

8 Ways to Train Your Brain to Learn Faster and Remember More

You go to the gym to train your muscles. You run outside or go for hikes to train your endurance. Or, maybe you do neither of those, but still wish you exercised more.

Well, here is how to train one of the most important parts of your body: your brain.

When you train your brain, you will:

  • Avoid embarrassing situations. You remember his face, but what was his name?
  • Be a faster learner in all sorts of different skills. No problem for you to pick up a new language or new management skill.
  • Avoid diseases that hit as you get older. Alzheimer’s will not be affecting you.

So how to train your brain and improve your cognitive skills?

1. Work your memory

Twyla Tharp, a NYC-based renowned choreographer has come up with the following memory workout:

When she watches one of her performances, she tries to remember the first twelve to fourteen corrections she wants to discuss with her cast without writing them down.

If you think this is anything less than a feat, then think again. In her book The Creative Habit she says that most people cannot remember more than three.

The practice of both remembering events or things and then discussing them with others has actually been supported by brain fitness studies.

Memory activities that engage all levels of brain operation—receiving, remembering and thinking—help to improve the function of the brain.

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Now, you may not have dancers to correct, but you may be required to give feedback on a presentation, or your friends may ask you what interesting things you saw at the museum. These are great opportunities to practically train your brain by flexing your memory muscles.

What is the simplest way to help yourself remember what you see? Repetition.

For example, say you just met someone new:

“Hi, my name is George”

Don’t just respond with, “Nice to meet you”. Instead, say, “Nice to meet you George.”

Got it? Good.

2. Do something different repeatedly

By actually doing something new over and over again, your brain wires new pathways that help you do this new thing better and faster.

Think back to when you were three years old. You surely were strong enough to hold a knife and a fork just fine. Yet, when you were eating all by yourself, you were creating a mess.

It was not a matter of strength, you see. It was a matter of cultivating more and better neural pathways that would help you eat by yourself just like an adult does.

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And guess what? With enough repetition you made that happen!

But how does this apply to your life right now?

Say you are a procrastinator. The more you don’t procrastinate, the more you teach your brain not to wait for the last minute to make things happen.

Now, you might be thinking “Duh, if only not procrastinating could be that easy!”

Well, it can be. By doing something really small, that you wouldn’t normally do, but is in the direction of getting that task done, you will start creating those new precious neural pathways.

So if you have been postponing organizing your desk, just take one paper and put in its right place. Or, you can go even smaller. Look at one piece of paper and decide where to put it: Trash? Right cabinet? Another room? Give it to someone?

You don’t actually need to clean up that paper; you only need to decide what you need to do with it.

That’s how small you can start. And yet, those neural pathways are still being built. Gradually, you will transform yourself from a procrastinator to an in-the-moment action taker.

3. Learn something new

It might sound obvious, but the more you use your brain, the better its going to perform for you.

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For example, learning a new instrument improves your skill of translating something you see (sheet music) to something you actually do (playing the instrument).

Learning a new language exposes your brain to a different way of thinking, a different way of expressing yourself.

You can even literally take it a step further, and learn how to dance. Studies indicate that learning to dance helps seniors avoid Alzheimer’s. Not bad, huh?

4. Follow a brain training program

The Internet world can help you improve your brain function while lazily sitting on your couch. A clinically proven program like BrainHQ can help you improve your memory, or think faster, by just following their brain training exercises.

5. Work your body

You knew this one was coming didn’t you? Yes indeed, exercise does not just work your body; it also improves the fitness of your brain.

Even briefly exercising for 20 minutes facilitates information processing and memory functions. But it’s not just that–exercise actually helps your brain create those new neural connections faster. You will learn faster, your alertness level will increase, and you get all that by moving your body.

Now, if you are not already a regular exerciser, and already feel guilty that you are not helping your brain by exercising more, try a brain training exercise program like Exercise Bliss.

Remember, just like we discussed in #2, by training your brain to do something new repeatedly, you are actually changing yourself permanently.

6. Spend time with your loved ones

If you want optimal cognitive abilities, then you’ve got to have meaningful relationships in your life.  Talking with others and engaging with your loved ones helps you think more clearly, and it can also lift your mood.

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If you are an extrovert, this holds even more weight for you. At a class at Stanford University, I learned that extroverts actually use talking to other people as a way to understand and process their own thoughts.

I remember that the teacher told us that after a personality test said she was an extrovert, she was surprised. She had always thought of herself as an introvert. But then, she realized how much talking to others helped her frame her own thoughts, so she accepted her new-found status as an extrovert.

7. Avoid crossword puzzles

Many of us, when we think of brain fitness, think of crossword puzzles. And it’s true–crossword puzzles do improve our fluency, yet studies show they are not enough by themselves.

Are they fun? Yes. Do they sharpen your brain? Not really.

Of course, if you are doing this for fun, then by all means go ahead. If you are doing it for brain fitness, then you might want to choose another activity

8. Eat right – and make sure dark chocolate is included

Foods like fish, fruits, and vegetables help your brain perform optimally. Yet, you might not know that dark chocolate gives your brain a good boost as well.

When you eat chocolate, your brain produces dopamine. And dopamine helps you learn faster and remember better. Not to mention, chocolate contains flavonols, antioxidants, which also improve your brain functions.

So next time you have something difficult to do, make sure you grab a bite or two of dark chocolate!

The bottom line

Now that you know how to train your brain, it’s actually time to start doing.

Don’t just consume this content and then go on with your life as if nothing has changed. Put this knowledge into action and become smarter than ever!

Featured photo credit: Unsplash via unsplash.com

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