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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.

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Carl Pullein

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

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Last Updated on March 21, 2019

11 Important Things to Remember When Changing Habits

11 Important Things to Remember When Changing Habits

Most gurus talk about habits in a way that doesn’t help you:

You need to push yourself more. You can’t be lazy. You need to wake up at 5 am. You need more motivation. You can never fail…blah blah “insert more gibberish here.”

But let me share with you the unconventional truths I found out:

To build and change habits, you don’t need motivation or wake up at 5 am. Heck, you can fail multiple times, be lazy, have no motivation and still pull it off with ease.

It’s quite simple and easy to do, especially with the following list I’m going to show to you. But remember, Jim Rohn used to say,

“What is simple and easy to do is also simple and easy not to do.”

The important things to remember when changing your habits are both simple and easy, just don’t think that they don’t make any difference because they do.

In fact, they are the only things that make a difference.

Let’s see what those small things are, shall we?

1. Start Small

The biggest mistake I see people doing with habits is by going big. You don’t go big…ever. You start small with your habits.

Want to grow a book reading habit? Don’t start reading a book a day. Start with 10 pages a day.

Want to become a writer? Don’t start writing 10,000 words a day. Start with 300 words.

Want to lose weight? Don’t stop eating ice cream. Eat one less ball of it.

Whatever it is, you need to start small. Starting big always leads to failure. It has to, because it’s not sustainable.

Start small. How small? The amount needs to be in your comfort zone. So if you think that reading 20 pages of a book is a bit too much, start with 10 or 5.

It needs to appear easy and be easy to do.

Do less today to do more in a year.

2. Stay Small

There is a notion of Kaizen which means continuous improvement. They use this notion in habits where they tell you to start with reading 1 page of a book a day and then gradually increase the amount you do over time.

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But the problem with this approach is the end line — where the “improvement” stops.

If I go from reading 1 page of a book a day and gradually reach 75 and 100, when do I stop? When I reach 1 book a day? That is just absurd.

When you start a habit, stay at it in the intensity you have decided. Don’t push yourself for more.

I started reading 20 pages of a book a day. It’s been more than 2 years now and I’ve read 101 books in that period. There is no way I will increase the number in the future.

Why?

Because reading 40 to 50 books a year is enough.

The same thing applies to every other habit out there.

Pick a (small) number and stay at it.

3. Bad Days Are 100 Percent Occurrence

No matter how great you are, you will have bad days where you won’t do your habit. Period.

There is no way of going around this. So it’s better to prepare yourself for when that happens instead of thinking that it won’t ever happen.

What I do when I miss a day of my habit(s) is that I try to bounce back the next day while trying to do habits for both of those days.

Example for that is if I read 20 pages of a book a day and I miss a day, the next day I will have to read 40 pages of a book. If I miss writing 500 words, the next day I need to write 1000.

This is a really important point we will discuss later on rewards and punishments.

This is how I prepare for the bad days when I skip my habit(s) and it’s a model you should take as well.

4. Those Who Track It, Hack It

When you track an activity, you can objectively tell what you did in the past days, weeks, months, and years. If you don’t track, you will for sure forget everything you did.

There are many different ways you can track your activities today, from Habitica to a simple Excel sheet that I use, to even a Whatsapp Tracker.

Peter Drucker said,

“What you track is what you do.”

So track it to do it — it really helps.

But tracking is accompanied by one more easy activity — measuring.

5. Measure Once, Do Twice

Peter Drucker also said,

“What you measure is what you improve.”

So alongside my tracker, I have numbers with which I measure doses of daily activities:

For reading, it’s 20 pages.
For writing, it’s 500 words.
For the gym, it’s 1 (I went) or 0 (didn’t go).
For budgeting, it’s writing down the incomes and expenses.

Tracking and measuring go hand in hand, they take less than 20 seconds a day but they create so much momentum that it’s unbelievable.

6. All Days Make a Difference

Will one day in the gym make you fit? It won’t.

Will two? They won’t.

Will three? They won’t.

Which means that a single gym session won’t make you fit. But after 100 gym sessions, you will look and feel fit.

What happened? Which one made you fit?

The answer to this (Sorites paradox)[1] is that no single gym session made you fit, they all did.

No single day makes a difference, but when combined, they all do. So trust the process and keep on going (small).

7. They Are Never Fully Automated

Gurus tell you that habits become automatic. And yes, some of them do, like showering a certain way of brushing your teeth.

But some habits don’t become automatic, they become a lifestyle.

What I mean by that is that you won’t automatically “wake up” in the gym and wonder how you got there.

It will just become a part of your lifestyle.

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The difference is that you do the first one automatically, without conscious thought, while the other is a part of how you live your life.

It’s not automatic, but it’s a decision you don’t ponder on or think about — you simply do it.

It will become easy at a certain point, but they will never become fully automated.

8. What Got You Here Won’t Get You There

Marshall Goldsmith has a great book with the same title to it. The phrase means that sometimes, you will need to ditch certain habits to make room for other ones which will bring you to the next step.

Don’t be afraid to evolve your habits when you sense that they don’t bring you where you want to go.

When I started reading, it was about reading business and tactic books. But two years into it, I switched to philosophy books which don’t teach me anything “applicable,” but instead teach me how to think.

The most important ability of the 21st century is the ability to learn, unlearn, and relearn. The strongest tree is the willow tree – not because it has the strongest root or biggest trunk, but because it is flexible enough to endure and sustain anything.

Be like a willow, adapting to the new ways of doing things.

9. Set a Goal and Then Forget It

The most successful of us know what they want to achieve, but they don’t focus on it.

Sounds paradoxical? You’re right, it does. But here is the logic behind it.

You need to have a goal of doing something – “I want to become a healthy individual” – and then, you need to reverse engineer how to get there with your habits- “I will go to the gym four times a week.”

But once you have your goal, you need to “forget” about it and only focus on the process. Because you are working on the process of becoming healthy and it’s always in the making. You will only be as healthy as you take care of your body.

So you have a goal which isn’t static but keeps on moving.

If you went to the gym 150 times year and you hit your goal, what would you do then? You would stop going to the gym.

This is why goal-oriented people experience yo-yo effect[2] and why process-oriented people don’t.

The difference between process-oriented and goal-oriented people is that the first focus on daily actions while others only focus on the reward at the finish line.

Set a goal but then forget about it and reap massive awards.

10. Punish Yourself

Last two sections are pure Pavlovian – you need to punish bad behavior and reward good behavior. You are the only person who decides what is good and what is bad for you, but when you do, you need to rigorously follow that.

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I’ve told you in point #3 about bad days and how after one occurs, I do double the work on the next day. That is one of my forms of punishments.

It’s the need to tell your brain that certain behaviors are unacceptable and that they lead to bad outcomes. That’s what punishments are for.

You want to tell your brain that there are real consequences to missing your daily habits.[3]

No favorite food to eat or favorite show to watch or going to the cinema for a new Marvel movie- none, zero, zilch.

The brain will remember these bad feelings and will try to avoid the behaviors that led to them as much as possible.

But don’t forget the other side of the same coin.

11. Reward Yourself

When you follow and execute on your plan, reward yourself. It’s how the brain knows that you did something good.

Whenever I finish one of my habits for the day, I open my tracker (who am I kidding, I always keep it open on my desktop) and fill it with a number. As soon as I finish reading 20 pages of a book a day (or a bit more), I open the tracker and write the number down.

The cell becomes green and gives me an instant boost of endorphin – a great success for the day. Then, it becomes all about not breaking the chain and having as many green fields as possible.

After 100 days, I crunch some numbers and see how I did.

If I have less than 10 cheat days, I reward myself with a great meal in a restaurant. You can create your own rewards and they can be daily, weekly, monthly or any arbitrary time table that you create.

Primoz Bozic, a productivity coach, has gold, silver, and bronze medals as his reward system.[4]

If you’re having problems creating a system which works for you, contact me via email and we can discuss specifics.

In the End, It Matters

What you do matters not only to you but to the people around you.

When you increase the quality of your life, you indirectly increase the quality of life of people around you. And sometimes, that is all the “motivation” we need to start.

And that’s the best quote for the end of this article:

“Motivation gets you started, but habits keep you going.”

Keep going.

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More Resources to Help You Build Habits

Featured photo credit: Anete Lūsiņa via unsplash.com

Reference

[1] Stanford Encyclopedia of Philosophy: Sorites paradox
[2] Muscle Zone: What causes yo-yo effect and how to avoid it?
[3] Growth Habits: 5 Missteps That Cause You To Quit Building A Habit
[4] Primoz Bozic: The Lean Review: How to Plan Your 2019 in 20 Minutes

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