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The Lost Art of Emailing: How Emailing Can Make Us More Productive and Efficient Again

The Lost Art of Emailing: How Emailing Can Make Us More Productive and Efficient Again

Are you one of those people who see email as an annoyance and not a productivity tool? Do you see email as a barrier to getting things done? Then you are certainly not alone. Millions of people have grown to hate email because it piles up in a never-ending stream of messages, beeps and alerts. I see so many people with the alert bubble on their email app showing four figures. These people have simply given up on email and only respond to the emails they receive from their boss or most important customers. Instead they are turning to other communication tools such as Slack and Twist and quickly finding that rather than solving their problems, these apps just exasperates the

Why People Stop Using Email

The problem for most people is they have not learned how to manage their email, or if they do know how to manage their email, they do not practice those management methods on a daily basis. And like anything else, if you are not managing it, it soon descends into an unmanageable mess.

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Yet, email should never be seen in this way. Email is simply the best communications technology created in the last forty years or so. It allows us to communicate effortlessly with people on the other side of the world, it is real time and has allowed us the opportunity to be able to work from anywhere at any time. Email is quite possibly the best productivity tool there is.

How To Use Emails To Become More Productive Again

So, in the spirit of bringing email back into your life as a fundamental productivity tool you love using, here are five tips to get email working for you.

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1. Treat Your Inbox As a Collection Point

Your inbox is not a storage box. Your inbox is a place where new email is collected and then processed. In the days before email, when we received mail, we did not just look at the envelope, decide it was not important and stuff in back in the mailbox. We moved it somewhere. Our desk, the trash can or on the mantlepiece to be dealt with later. If you had stuffed the mail back into your mailbox, the mailman would have thought you rather weird. So don’t do that with email. When an email comes in, decide what needs to be done with it and move it to its appropriate place. Over time, you will get better at making these decisions and will soon find dealing with email is a breeze.

2. Set up a few basic folders

The emails we receive every day fall into a few very clear categories. There are emails that require you to do something, emails containing information, which requires no action from yourself except just read them sometime, and update emails that contain information you need to know about but need no action from yourself. So, the only folders you need are: “Action Today”, “Reference” and “Archive”. That’s it. Just three folders and you will have a place to put all your email and keep your inbox clean.

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3. Process them instead of just checking

Problems with email inboxes mount up when you ‘check’ email and not process it. Checking email is where most of the problems build up. If you look at an email in your inbox and do nothing with it, then your email problems will quickly mount up. Instead, when you go into your inbox, make a decision on each email about what it is and then move it to the right folder. If you need to do something with it, either do it right away and archive the email or if you do not have time, move it to your Action Today folder. It only takes a second or two to move an email, so get into the habit right now. Checking email means you are looking at an email and not making decisions about that email. That is such a waste of time. Look at the email once, make a decision what needs doing with the email to remove it from your inbox and do it.

4. Set up a separate email account for online purchases and promotions

Part of the reason we get so many emails is we happily give out our email address to anyone who asks for it. You wouldn’t give you private home address to any stranger who asks for it, so why do so many people give their email addresses out so readily? Instead, set up a webmail account with Gmail, Outlook or other company and use that for your online purchases, subscriptions and other stuff that requires an email address.

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Do not put this email address in your email app. I have an email address I only access through the web. It is not connected to my phone’s email app, nor is it connected to my computer’s email app. If I want to see what is in there, I log in via the web and check it. The only time I ever really check it is when I am waiting for a delivery, and once a week to read through the newsletters I subscribe to. For many people, this single trick will remove 50% of the email coming into their inboxes every day.

5. Write for the reader, not yourself

One reason so many people are constantly checking emails is they are waiting for a reply to an email. If you want a quick reply then you need to make it easy for the recipient to respond with the correct information. The structure for getting information quickly is “what and why”. When writing your email start with what you want — “Hi Nicola, could you send me a copy of last quarter’s sales figures?” — and, if necessary, in the next paragraph say why — “we need to finalise Q3’s accounts before the end of the month…” — What this does is allows the receiver to see exactly what you want from their notification screen and can quickly make a decision about responding to you. If you begin your email with a preamble about how good a weekend you had, and when you hope to see the recipient, your email is going to be at the bottom of the recipient’s priority list. Remember: what do you want? And why do you want it?

By adopting these five simple tips, your relationship with email will change forever. You will quickly stop hating email, and your love affair will blossom again. Email will become a fountain of productivity and energy. You will know what needs doing and you will never miss an important email again.

Email is not the problem, it is how we manage email that is the problem. By taking a few simple steps to organise our email, we can focus less on creating an email mountain and more on the joys and wonder of email.

More by this author

Carl Pullein

Dedicated to helping people to achieve their maximum potential through better time management and productivity.

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Last Updated on April 6, 2020

15 Best Productivity Hacks for Procrastinators

15 Best Productivity Hacks for Procrastinators

Let me guess.

You should be doing something else rather than reading this article. But due to some unknown force of nature, you decided to procrastinate by reading an article about how to hack procrastination. You deserve a pat on the back.

Fortunately, procrastination is not a disease. It’s just a mindset that can be changed, however, here are some productivity tips you need to start getting work done:

First, you need to acknowledge that procrastinating is an unhealthy habit. Not only you’re prioritizing unimportant things, basically, nothing gets done. Still unsure if you’re a procrastinator? Check out this article: Types of Procrastination (And How To Fix Procrastination And Start Doing)

Second, your commitment to change is very important. You should be physically, emotionally, and mentally determined to change this habit. If not, then you’ll just succumb to the tempting lure of doing other things rather than your tasks or chores.

Here are sthe best productivity hacks to improve productivity and keep yourself from procrastinating at work:

1. Give (10+2)*5 a Try

Let’s start with a classic but very effective hack called (10+2)*5 created by Merlin Mann,[1] author of 43Folders.com. Don’t worry. This is not a complicated Mathematical formula you need to solve.

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The (10+2)*5 simply means 10 minutes work + 2 minutes break multiplied by 5, completing 1 hour. It is crucial to stick with the time limits and not skipping work and break schedules. The point of this is for you to create a jam-packed routine of work and break schedules. The result? You will eventually skip your break schedules.

2. Use Red and Blue More Often

Clean your desk and remove things that might distract you. According to a Science Daily study[2] about which colors improve brain performance, red was found out to increase attention to details while blue sparks creativity. Surrounding your workplace with these colors not only benefits your brain, it’s also pleasing to the eye.

3. Create a Break Agenda

List all the things you want to do on your break, be it surfing the web, checking your emails, snack time, taking selfies, Facebook/Twitter—everything.

Like the (10+2)*5 hack, squeeze these in between work time but the difference is you schedule these activities for ONLY 20 minutes. Eventually, you’ll take your break minutes wisely. You’re finishing tasks while sidetracking to doing the things you enjoy.

4. Set a Timetable for Your Tasks

Like any other habits, procrastinating is a tough wall to break. Replace this habit with another habit. When you’re assigned a task, set a timetable for each step. Let’s say you have a big research task. Here’s a sample timetable:

9:00 – 9:10 am – Set up all your tools, browser tabs, emails, coffee, etc..
9:10 – 10:00 am – Internet research
10:00 – 10:45 am – Look through existing files
10:45 – 11:00 am – Break time!
11:00 – 12:00 pm – Outline the research report

Deadlines are the best hack for getting things done. Setting a specific time to finish a task creates time pressure even if the deadline has passed.

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5. Take It Outside!

Do yourself a favor and don’t ruin the comfy vibe of your home. If you need to work on a stressful project, do it in a library or coffee shop. You’ll never finish it anyway. Your cozy sofa and toasty bed will just lure you into napping yourself to doom.

6. Become Productively Lazy

Instead of finding all sorts of ways to unproductively procrastinate, use your habit to look for shortcuts and new ways to finish your tasks. Staple multiple papers at a time or master the 3-second t-shirt folding technique. A strong drive combined with laziness sometimes bring out the productive and creative side you never knew you have!

7. Assign a ‘Task Deputy’

It could be your colleague, your supervisor, or your significant other, anyone who has the unforgiving guts to reprimand you when you procrastinate. You could go the extra mile by paying up unfinished tasks or times you open your Facebook or watch a funny cat video on YouTube. Let’s see how five bucks every time you procrastinate will change you.

8. Consider a Gadget-Free Desk

According to a study by Kleiner Perkins Caufield and Byers, average users check on their phones 150 times per day and having your phone just an elbow away just creates sizzle to this habit.[3]

Removing mobile devices and gadgets allows you to focus on your work without the constant interruption from notifications, calls, and text messages. It eliminates the very distracting ambiance and the urge to unlock your phone just because.

9. Prepping the Night

Before hitting the sack to oblivion, prepare everything you’ll need the next day. This will probably take you 15 minutes tops, saving you more time for coffee in the morning.

Spin class at am? Pack up your gym clothes, shoes, socks, etc. or better, create a checklist so you don’t miss anything. You can also prep your food into containers and just grab one before leaving.

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10. Do a 7-Minute Workout in the Morning

Exercising is proven to increase productivity and stimulate release of endorphin or “Happy Hormones”.

Take a jog outdoors and get warmed up for the day. Don’t feel like running outside? Hop on a treadmilli. It’s a great investment and there are a lot of ways you can use a treadmill like endurance running and metabolism training. On a budget? Here’s a 7 minute, no-equipment needed workout you can do at home:

11. Set-up Mini Tasks

If you’re given a big project, break it down into mini tasks. Create a checklist and start with the easy ones until you finish. Got an article to write? Just start with the title and the first sentence. Or perhaps you have a visual presentation to make?

Spend 15 minutes on your outline, take five minutes coffee break, then finish the first two slides. Accomplishing something, no matter how tiny, still gives you that sense of fulfillment.

12. Create an Inspirational Board or Reminder

I found these mini desk chalkboards from Etsy you can use to write motivating quotes.

Or you know what? Simply write “Do it now!” and stare at it for 10 seconds every time you feel like dropping by on Reddit.

13. Redecorate Your Room

Redecorating my room motivates me to maintain that ‘new’ look for some time until I get use to it and eventually stop. So I redecorate again and again, it became a monthly habit really. Here are some DIY ideas you can do to any room without spending much.

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14. Ready Your Nibbles

You know that trip to the pantry? It’s just seconds away but it took you several minutes just to get your fruit snacks in the fridge. Before starting a task, prepare your nibbles on your desk to avoid zoning out and losing yourself on the way to the pantry.

Bonus productivity hacks you can do at home:

15. Schedule Your Chores

Write down your chores in a weekly basis with matching day and time when you should be doing these.

For the artsy folks, you can create fun chore charts like these or simply stick the list somewhere visibly annoying e.g. mirrors, doors, TV. The trick is listing as many chores as you can for the week and including unfinished chores the following week. Who likes seeing a long list of chores first thing in the morning?

More Tips to Overcome Procrastination

Featured photo credit: Glenn Carstens-Peters via unsplash.com

Reference

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