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Last Updated on February 25, 2018

Achieve Inbox Zero To Increase 100% Team Efficiency

Achieve Inbox Zero To Increase 100% Team Efficiency

Founders and CEOs are always short on time, and their plates will never be cleared. But in order to succeed long-term, all leaders have to decide on strategic things they cannot let slip. These bottom lines form the rituals that help leaders make key decisions to help their teams get work done. It’s proven time and again that founders like Bill Gates and Mark Zuckerberg need to have a ‘superhuman’ work ethic[1] to stay on top of their businesses.

Whether it’s wearing the same clothes like Obama, Zuckerberg, and the late Steve Jobs does, or setting fixed times to finish all your tasks, having an anchor ritual is key. When leading a company, a leader’s most critical role is decision making. You do not want to become the bottleneck[2] that’s holding your awesome team members back.

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To help your business grow, you must achieve inbox 0. By ensuring that you’ve addressed all messages at the end of the day, your team will be able to hit the ground running tomorrow. Below are the ways I do it.

Turn off all notifications

First, turn off all your notifications. The cost of task switching[3] can break your train of thought and becomes a complete diversion. As tempting as it is to think that you must pick up those phone calls or respond to a direct message, don’t. Instead, by creating a response time buffer to protects your focus. You are giving yourself the space to return to only the important items later on. Read here to see why multi tasking isn’t as good as you thought it would be.

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Set times to check messages

Give yourself two or three fixed times throughout the day to clean your inbox and other apps such as Slack, Hipchat, Pipedrive for sales and even Git if you are technical. By giving yourself a block of time to respond to messages, you are also giving more time to give thoughtful responses. Messages often fall into the problem solving or planning[4] type of work that is a different mindset from procedural tasks.

Use Automation tools so nothing slips through

Use a tool to help you collect all your messages in one place, such as Franz. Even more simply, bookmark all your messaging platforms (e-mail, Whatsapp, Trello, Asana, Missive, or Pipedrive) in one browser folder and open them all at once. Automate tasks like these so that you don’t have to spend time thinking about which platforms or channels to check every day.

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Don’t give yourself tomorrow

“I’ll check that message tomorrow” is a luxury you can never allow yourself. That one message will quickly become two, three, and a hopeless pile by the end of the week. Productivity is the mentality of holding yourself to a standard. If you are staying up too late to clear your inbox, think about optimizing your schedule in other ways. For example, can you delegate some decision making tasks to team leads? Another way is to rearrange your social schedule or finding the most optimal times during the day to work on different tasks.

Give yourself a basic Yes / No question

Finally, learn to prioritize instantly by screening messages with a yes/no question. When scanning a notification, ask yourself: will this take less than 2 minutes to address? If yes, clear it now to reduce your task list. If it will take longer, then create an item on your favorite to-do app. Also consider importance and urgency. Is someone dependent on your answer? If yes, and your response only takes one line, then provide an answer to allow your colleague to continue their work.

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As a leader, your responses are essential to guiding your company. By doing small behavioural changes, you can achieve inbox 0 by screening message priorities and scheduling dedicated time slots to respond.

Featured photo credit: Freepik via freepik.com

Reference

More by this author

Ben Cheng

Co-Founder, Oursky

Achieve Inbox Zero To Increase 100% Team Efficiency 5 Ways To Increase Your Productivity To Match Your Business Growth

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Last Updated on November 12, 2018

Do You Want to Know the Secret to Living a Fulfilling Life?

Do You Want to Know the Secret to Living a Fulfilling Life?

Don’t we all want to live a full, happy and satisfied life? For some of us, it need not be a long life as long as it’s been a fulfilling life of achievements, happiness and no regrets. But, how many of us actually go on to experience that entirely? It sometimes sounds more like a pipe dream–a fantasy rather than reality.

And then you’ll also get comments from some, saying that this ‘fulfilling life’ is only possible if you’re so rich that you don’t have to care about working, paying the bills or providing for your family. While there is some truth to that, I’m happy to say that financial freedom isn’t the only answer to living a fulfilling life.

Living a Fulfilling Life is Within Reach

Anyone can pursue a life of fullness, and it all starts with the willingness to learn. How many years has it been since you last attended a class in school? If you’re well into your adult years as a working professional, chances are it’s been a while. Do you remember the times where you had to wake up for early morning lectures? Or the times where you were rushing through a paper or project? And, of course there were the endless exams that you had to cram for.

As a young college student, I remember looking forward to the time when I would finally be done with school! No more homework, no more grades to worry about, no more stress! The learning was finally done and I could enter the working world.

Not so much!

Now that I’ve finally entered the working world, there are moments where I do wish to be a student again; it seemed less stressful then!

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There is simply so much out there that I still need to learn and experience. Yet I find myself pressed for time. With family commitments, my business and my own social life to juggle, I’ve had to keep on finding for new ways to learn and absorb new information efficiently. Over the years, I’ve found that by learning new skills and knowledge, I was able to find answers and solutions to my problems, which allowed me to achieve a greater sense of fulfillment.

Learning Never Ends

The truth is, learning never ends. Generally speaking, it is true that a formal education and the resulting qualifications are important in securing good jobs; jobs that allow you to excel, earn more and perhaps become more successful in our chosen career. But going to school is only one type of learning. All throughout your life, you’re learning in many ways. All these experiences shape and grow you into the person that you are today.

There are many opportunities to further your knowledge and develop the skills you need throughout life. Knowledge can be acquired and skill-sets can be developed anywhere. However, lifelong learning is about creating and maintaining a positive attitude to learning both for personal and professional development.

Many people overlook the fact that learning can take place anywhere and in many forms. Most would tend to think of learning as the years spent in a learning institute, which occurs mostly in their younger days. And once you go out into the working world, your ‘learning’ ends.

This is not how it has to be–in fact, lifelong learning is a gift that keeps on giving.

The Importance of Lifelong Learning

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Why is it important to become a lifelong learner?

A lifelong learner is motivated to learn and develop because they want to; it is a deliberate and voluntary act. Lifelong learning can enhance our understanding of the world around us, provide us with more and better opportunities, and improve our quality of life.

You’ll Remain Relevant in the Workplace

With advancements in society today, the human life expectancy continues to increase, which means more people are also retiring at a later age. So no matter what stage of life you’re in, being a lifelong learner brings its own rewards. It means we can get more personal satisfaction from our lives and jobs as we understand more about who we are and what we do.

This can lead to better results and a more rewarding working day in turn. Whether it’s for advancing your career, a personal interest or wanting to pursue new dreams, learning automatically pushes you forward towards progress and enhances your wellbeing.

You’ll Increase Your Earning Potential

From a financial point of view, a more highly skilled and knowledgeable worker is an asset to any company. This also leads to faster promotion with associated salary increases.

Someone who can offer more expertise will be of more value not just to employers but also to customers. Expertise is also, often, a key quality of an effective leader.

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And since you’ll constantly be accumulating knowledge, you’ll have an edge on those who don’t value lifelong learning and can’t bring as much to the table. Your extra knowledge will translate into transferable skills, which means you’ll always be primed to blow the competition out of the water.

Learning Gives You Options

Of course, one of the most rewarding reasons for continuous learning, is that it gives you options! Successfully changing career path in mid-life and spending time informally developing expertise is more common than ever, especially during rapidly changing market conditions.

Whatever your age, it’s never too late to start fresh in life. When you start educating yourself and exposing yourself to new knowledge and information, you widen your opportunities. This will allow you to do more than what you may currently be doing, or give you a way out if you’re not happy or fulfilled with where you’re at now.

Our economy is shifting increasingly towards short-term and part-time contracts with more flexible work-patterns. We have to adapt to changes going on in the work-world, make more of ourselves by stepping out of our comfort zones, and break the false ideas about our potential and how we believe life is going.

Gain More with Cornerstone Skills

You may be well into your career, but feel like somehow, something is still missing. Or maybe you’re not entirely happy with where you’re at in your career path and feel it’s time to reflect and perhaps do something new. Or you might be thinking of retiring soon, and thinking about next steps after retirement.

The learning never needs to stop!

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This can be your chance to go after a dream or interest that you’ve always had (but never had the opportunity, or time, to pursue). This could finally be the time for you to create the change that you know you should have made ages ago.

Why not take the first step to learn about 7 important Cornerstone Skills, which will help take your life to the next stage?

Whatever situation you’re in, having these 7 Cornerstone Skills will no doubt equip you to tackle the challenges of life much more efficiently. Don’t let age, your limitations or a comfort zone stop you from seeking greater rewards and self-improvement.

Transformation and change is in your hands–you have the power to make big things happen, and we can help teach you the skills. Don’t let life pass you by! It’s time to pursue a fulfilling and happy life.

Featured photo credit: Joseph Chan via unsplash.com

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