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Last Updated on February 21, 2018

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

Carl helps people all over the world to achieve their maximum potential by becoming better organised and more productive.

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Last Updated on September 17, 2018

How to Stop Multitasking and Become Way More Productive

How to Stop Multitasking and Become Way More Productive

Today we are expected to work in highly disruptive environments. We sit down at our desks, turn on our computer and immediately we are hit with hundreds of emails all vying for our attention.

Our phones are beeping and pinging with new alerts to messages, likes and comments and our colleagues are complaining about the latest company initiative is designed to get us to do more work and spend less time at home.

All these distractions result in us multitasking where our attention is switching between one crisis and the next.

Multitasking is a problem. But how to stop multitasking?

How bad really is multitasking?

It dilutes your focus and attention so even the easiest of tasks become much harder and take longer to complete.

Studies have shown that while you think you are multitasking, you are in fact task switching, which means your attention is switching between two or more pieces of work and that depletes the energy resources you have to do your work.

This is why, even though you may have done little to no physical activity, you arrive home at the end of the day feeling exhausted and not in the mood to do anything.

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We know it is not a good way to get quality work done, but the demands for out attention persist and rather than reduce, are likely to increase as the years go by.

So what to do about it?

Ways to stop multitasking and increase productivity

Now, forget about how to multitask!

Here are a few strategies on how to stop multitasking so you can get better quality and more work done in the time you have each working day:

1. Get enough rest

When you are tired, your brain has less strength to resist even the tiniest attention seeker. This is why when you find your mind wandering, it is a sign your brain is tired and time to take a break.

This does not just mean taking breaks throughout the day, it also means making sure you get enough sleep every day.

When you are well rested and take short regular breaks throughout the day your brain is fully refuelled and ready to focus in on the work that is important.

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2. Plan your day

When you don’t have a plan for the day, the day will create a plan for you. When you allow outside influences to take control of your day, it is very hard not to be dragged off in all directions.

When you have a plan for the day, when you arrive at work your brain knows exactly what it is you want to accomplish and will subconsciously have prepared itself for a sustained period of focused work.

Your resistance to distractions and other work will be high and you will focus much better on the work that needs doing.

3. Remove everything from your desk and screen except for the work you are doing

I learned this one a long time ago. In my previous work, I worked in a law office and I had case files to deal with. If I had more than one case file on my desk at any one time, I would find my eyes wandering over the other case files on my desk when I had something difficult to do.

I was looking for something easier. This meant often I was working on three or four cases at one time and that always led to mistakes and slower completion.

Now when I am working on something, I am in full-screen mode where all I can see is the work I am working on right now.

4. When at your desk, do work

We are creatures of habit. If we do our online shopping and news reading at our desks as well as our work, we will always have the temptation to be doing stuff that we should not be doing at that moment.

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Do your online shopping from another place—your home or from your phone when you are having a break—and only do your work when at your desk. This conditions your brain to focus in on your work and not other distractions.

5. Learn to say no

Whenever you hear the phrase “learn to say no,” it does not mean going about being rude to everyone. What it does mean is delay saying yes.

Most problems occur when we say “yes” immediately. We then have to spend an inordinate amount of energy thinking of ways to get ourselves out of the commitment we made.

By saying “let me think about it” or “can I let you know later” gives you time to evaluate the offer and allows you to get back to what you were doing quicker.

6. Turn off notifications on your computer

For most of us, we still use computers to do our work. When you have email alert pop-ups and other notifications turned on, they will distract you no matter how strong you feel.

Turn them off and schedule email reviewing for times between doing your focused work. Doing this will give you a lot of time back because you will be able to remain focused on the work in front of you.

7. Find a quiet place to do your most important work

Most workplaces have meeting rooms that are vacant. If you do have important work to get done, ask if you can use one of those rooms and do your work there.

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You can close the door, put on your headphones and just focus on what is important. This is a great way to remove all the other, non-important, tasks demanding your attention and just focus on one piece of work.

The bottom line

Focusing on one piece of work at a time can be hard but the benefits to the amount of work you get done are worth it. You will make fewer mistakes, you will get more done and will feel a lot less tired at the end of the day.

Make a list of the four or five things you want to get done the next day before you finish your work for the day and when you start the day, begin at the top of the list with the first item.

Don’t start anything else until you have finished the first one and then move on to the second one. This one trick will help you to become way more productive.

Featured photo credit: Unsplash via unsplash.com

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