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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 23, 2021

Manage Your Energy so You Can Manage Your Time

Manage Your Energy so You Can Manage Your Time

One of the greatest ironies of this age is that while various gadgets like smartphones and netbooks allow you to multitask, it seems that you never manage to get things done. You are caught in the busyness trap. There’s just too much work to do in one day that sometimes you end up exhausted with half-finished tasks.

The problem lies in how to keep our energy level high to ensure that you finish at least one of your most important tasks for the day. There’s just not enough hours in a day and it’s not possible to be productive the whole time.

You need more than time management. You need energy management

1. Dispel the idea that you need to be a “morning person” to be productive

How many times have you heard (or read) this advice – wake up early so that you can do all the tasks at hand. There’s nothing wrong with that advice. It’s actually reeks of good common sense – start early, finish early. The thing is that technique alone won’t work with everyone. Especially not with people who are not morning larks.

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I should know because I was once deluded with the idea that I will be more productive if I get out of bed by 6 a.m. Like most of you Lifehackers, I’m always on the lookout for productivity hacks because I have a lot of things in my plate. I’m working full time as an editor for a news agency, while at the same time tending to my side business as a content marketing strategist. I’m also a travel blogger and oh yeah, I forgot, I also have a life.

I read a lot of productivity books and blogs looking for ways to make the most of my 24 hours. Most stories on productivity stress waking up early. So I did – and I was a major failure in that department – both in waking up early and finishing early.

2. Determine your “peak hours”

Energy management begins with looking for your most productive hours in a day. Getting attuned to your body clock won’t happen instantly but there’s a way around it.

Monitor your working habits for one week and list down the time when you managed to do the most work. Take note also of what you feel during those hours – do you feel energized or lethargic? Monitor this and you will find a pattern later on.

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My experiment with being a morning lark proved that ignoring my body clock and just doing it by disciplining myself to wake up before 8 a.m. will push me to be more productive. I thought that by writing blog posts and other reports in the morning that I would be finished by noon and use my lunch break for a quick gym session. That never happened. I was sleepy, distracted and couldn’t write jack before 10 a.m.

In fact that was one experiment that I shouldn’t have tried because I should know better. After all, I’ve been writing for a living for the last 15 years, and I have observed time and again that I write more –and better – in the afternoon and in evenings after supper. I’m a night owl. I might as well, accept it and work around it.

Just recently, I was so fired up by a certain idea that – even if I’m back home tired from work – I took out my netbook, wrote and published a 600-word blog post by 11 p.m. This is a bit extreme and one of my rare outbursts of energy, but it works for me.

3. Block those high-energy hours

Once you have a sense of that high-energy time, you can then mold your schedule so that your other less important tasks will be scheduled either before or after this designated productive time.

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Block them out in your calendar and use the high-energy hours for your high priority tasks – especially those that require more of your mental energy and focus. You also need to use these hours to any task that will bring you closer to you life’s goal.

If you are a morning person, you might want to schedule most business meetings before lunch time as it’s important to keep your mind sharp and focused. But nothing is set in stone. Sometimes you have to sacrifice those productive hours to attend to other personal stuff – like if you or your family members are sick or if you have to attend your son’s graduation.

That said, just remember to keep those productive times on your calendar. You may allow for some exemptions but stick to that schedule as much as possible.

There’s no right or wrong way of using this energy management technique because everything depends on your own personal circumstances. What you need to remember is that you have to accept what works for you – and not what other productivity gurus say you should do.

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Understanding your own body clock is the key to time management. Without it, you end up exhausted chasing a never-ending cycle of tasks and frustrations.

Featured photo credit: Collin Hardy via unsplash.com

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