Advertising
Advertising

Five Simple Yet Effective Tips for Managing Your Email

Five Simple Yet Effective Tips for Managing Your Email


    Everyone nowadays gets way too many emails and spends too much time dealing with them. If you feel like you are wasting too much time on email, you need re-evaluate how you manage it. Here are five simple tips to help you regain control over your inbox so you can do more important (and fun) things.

    1. Keep it under six sentences

    Nobody likes to read long emails. As more people are checking their emails on their phones and tablets, you need to be succinct with what you write.

    Try to keep it brief by using no more than six sentences. This will force you to get to the point. If you need more sentences – consider calling the person or having a face-to-face meeting to communicate your thoughts.

    Advertising

    2. Make it second priority

    Don’t be a slave to your inbox. If you are, someone else has power of how effective your days are and that’s a recipe for disaster. The issue with people treating their inbox as their to-do list is that external people have direct control on how you go through your day and what your workload will be. Instead, you should be the one in control.

    Here is an easy way to get started with this: don’t check your email first thing in the morning. Make it the second thing – after you have done your most important task.

    This first simple step allows to take back control over your day. Even if email is very important to you, give this a try. If that means post-posing checking your email by half an hour – do it. That is plenty of time to do one important task.

    3. Don’t always respond instantly

    Email is not the best medium for urgent matters – that’s where phone calls excel. However, email is great for correspondence where you don’t require an immediate response.

    Advertising

    That’s why you want to make it a habit to not always respond to emails immediately. The idea is that you do not want to condition others that email is an effective medium for urgent matters. If the other person notices that you always respond to email within ten minutes, that person will start to assume he or she can email you for urgent matters.

    No.

    You want to avoid that as much as possible. Be upfront with people when you communicate a lot via email. I always tell others that they will get a response from me within two business days. If they need to reach me for something urgent, they can call or text me. Otherwise, I prefer to receive emails.

    4. Email hotspots

    If you constantly checking your email and you process your email as they come in, you are wasting a lot of time. Instead, you should check your email in batches. Batching tasks is an effective way of processing and getting things done that are similar in nature. That’s why you should do this as well as part of how you manage your emails. Here is a simple tip to do that:

    Advertising

    Check emails at fixed times and spend no more than half an hour each time.

    I like to call this concept “email hotspots” – the times of the day when you process your email in batches. This requires you to turn off your email program and to learn that it is okay to process emails at fixed times each day.

    This guidelines is flexible depending on how many emails you get. If you get less than thirty emails a day, checking your email twice in a day should be good enough. In a typical 9-to-5 day, 10am (you have an hour to do one task before checking your email) and 3pm are great times to do this.

    5. Touch it once

    The touch it once principle says that each item should only be handled once. This is especially the case for emails. Have you ever read an email, thought about replying back, postponed it and you had to reread the email again to understand what it was about? It happens to the best of us.

    Advertising

    Doing this for one email is fine. What if you have to do this with twenty emails? You will be wasting a lot of time. It’s more effective to deal with emails as you read them for the first time. Don’t let emails linger around “for later”. Touch it once. Read and decide what to do right away with it. If it takes less than two minutes to respond, do it right away.

    If you have to respond but for some reason you can’t – put the email in the drafts folder. This folder will have all the emails you’ve started to reply to, but have not sent yet. As you come back to it, you know where to find your email and you can promptly respond.

    (Photo credit: Businessman Working on Email via Shutterstock)

    More by this author

    How I Learned 5 Habits in 30 Days Five Simple Yet Effective Tips for Managing Your Email The Need for Work/Life Balance 7 Time Management Tips for Road Warriors

    Trending in Communication

    1 5 Things to Do If You Don’t Want to Get Back to Work 2 Take Back Control of your Life with Positive Emotions 3 Had a Bad Day? 7 Ways to Rebound From It and Feel Good Again 4 I Don’t Know What to Do With My Life! 5 Steps to Get Unstuck 5 This Is How Mentally Strong People Deal With Guilt

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on October 14, 2020

    Had a Bad Day? 7 Ways to Rebound From It and Feel Good Again

    Had a Bad Day? 7 Ways to Rebound From It and Feel Good Again

    Today didn’t turn out as you planned, but it doesn’t mean you’re weak. It simply means that you’re human, and you’re not bad just because you had a bad day.

    “Not everyday is a good day but there is something good in every day.” -Alice Morse Earle

    It’s not the end of the world when you find yourself thinking “I had a bad day,” but it can feel like it. You may have had plans that fell apart, experiences that set you back, and interactions that only did harm.

    You may have started the day thinking you could take on it all, only to find you could hardly get out of bed. When you have a bad day, you can forget to look at the good.

    Sometimes, self-care helps us to remember why we are worth it. It helps us to recharge and reset our mindset. It helps us to know that there are still options and that the day isn’t over yet.

    Love yourself today, no matter how hard it’s been. That’s the way to find yourself amidst the hardships you have. That’s how you center yourself and regain focus and live a more meaningful life. Give yourself some credit and compassion.

    Here are 7 ways to rebound from a bad day using self-compassion as a tool. If you had a bad day, these are for you!

    1. Make a Gratitude List

    In a study on gratitude, psychologists Dr. Robert A Emmons and Dr. Michael E. McCullough conducted an experiment where one group of people wrote out gratitude lists for ten weeks while another group wrote about irritations. The study found that the group that wrote about gratitude reported more optimistic mindsets in their lives[1].

    Overall, having a gratitude list improved well-being and made one truly grateful by counting the blessings in their lives.

    Write a list of what you are grateful for if you had a bad day. Make it as long as you like, but also remember to note why you’re grateful for each thing you write.

    What has given you the most joy? What has set you up for better days? Keep a tally of triumphs in mind, especially when you do have the bad days.

    Advertising

    The day doesn’t define you, and you still have things of value that surround you. These could be material things, spiritual connections and experiences, relationships, basic needs, emotional and mental well-being, physical health, progress towards hopes and dreams, or simply being alive.

    Here are some other simple ways to practice gratitude.

    2. Write in a Journal

    Journaling affects your overall mental health, which also affects physical health and aids in the management of stress, depression, anxiety, and more[2].

    All you need is a pen and paper, or you could do an online, password-protected journal such as Penzu. The key is to get started and not pressure yourself on how polished or perfect it is. You don’t need to have prior experience to start journal writing. Just start.

    Write out everything that is bothering you for 15 minutes. This helps with rumination, processing problems, and can even aid with brainstorming solutions.

    However you approach it, you can find patterns of thinking that no longer serve you and start to transform your overall mental state. This will impact all areas of your life and is a great coping skill.

    3. Meditate

    Meditation can help you overcome negative thought patterns, worrying about the future, dwelling on the past, or struggling to overcome a bad day[3]. It shifts your mentality and helps you focus on the present or any one thing you truly want to focus on.

    Here is an example of a meditation you can do:

    Get into a comfortable position. Close your eyes. Rest your body, release tension, and unclench your jaw. Tighten and release each muscle group in a body scan for progressive muscle relaxation.

    Focus on your breath, taking a few deep breaths. Let your belly expand when you breathe in for diaphragmatic breathing. Empty yourself completely of air, then return to normal breathing.

    Next, focus on the idea of self-love and let it erase negative thoughts. Think about the ways you’ve been judging yourself, with the narratives coming up that your mind may create.

    Advertising

    Give yourself unconditional love and release judgment. Take your time meditating on this because you matter. This is particularly important if you had a bad day.

    Check out this article for more on how to get started with a meditation practice.

    4. Do Child’s Pose

    Yoga Outlet says:

    “Child’s Pose is a simple way to calm your mind, slow your breath, and restore a feeling of peace and safety. Practicing the pose before bedtime can help to release the worries of the day. Practicing in the morning can you help transition from sleeping to waking.”[4]

    When you do Child’s Pose, it can be between difficult positions in yoga, or it can be anytime you feel you need a rest. It helps you recover from difficulties and relax the mind.

    It also has the physical health benefits of elongating your back, opening your hips, and helping with digestion[5].

    To do Child’s Pose, rest your buttocks back on your feet, knees on the floor. Elongate your body over your knees with both arms extended or tucked back, with head and neck resting on the floor[6].

    Had a bad day? Try Child's Pose.

       

      Do this pose as a gift to yourself. You are allowing yourself to heal, rest, get time for yourself, recover, and recharge. When you’ve had a bad day, it’s there waiting for you.

      5. Try Positive Self-Talk

      Engage in positive self-talk. This is essentially choosing your thoughts.

      Advertising

      When you have a negative thought, such as “I can’t do this,” replace it consciously with the thought “I can do this.” Give yourself positive affirmations to help with this.

      Negative self-talk fits into four general categories: personalizing or blaming yourself, magnifying or only focusing on the negative, catastrophizing or expecting the worst to happen, and polarizing or only seeing back and white[7].

      When you stop blaming yourself for everything and start focusing on the positive, expecting things to work out, and seeing the areas of grey in life, you reverse these negative mindsets and engage in positive self-talk.

      When you speak words of kindness to yourself, your brain responds with a more positive attitude. That attitude will affect everything you do. It’s how you take care of yourself if you had a bad day.

      Check in with yourself to know when you are having negative self-talk. Are you seeing patterns? When did they start to become a problem? Are you able to turn these thoughts around?

      6. Use Coping Skills and Take a Break

      Use your coping skills. This means not letting your thoughts take control of yourself.

      You can distract yourself and escape a bit. Do things you love. You can exercise, listen to music, dance, volunteer or help someone, be in nature, or read a book.

      It isn’t about repression. It’s about redirection. You can’t stay in thoughts that are no longer working for you.

      Sometimes, it’s okay to get out of your own way. Give yourself a break from the things going on in your head. You can always come back to a problem later. This may even help you figure out the best course of action as sometimes stepping away is the only way to see the solution.

      If you had a bad day, you may not feel like addressing what went wrong. You may need a break, so take one.

      7. If a Bad Day Turns Into Bad Days

      “I believe depression is legitimate. But I also believe that if you don’t exercise, eat nutritious food, get sunlight, get enough sleep, consume positive material, surround yourself with support, then you aren’t giving yourself a fighting chance.” –Jim Carrey

      If you’ve been feeling out of control, depressed, or unstable for more than a few weeks, it’s time to call a mental health professional. This is not because you have failed in any way. It’s because you are human, and you simply need help.

      You may not be able to quickly rebound from a bad day, and that’s fine. Feel what you feel, but don’t let it consume you.

      When you talk to a professional, share the techniques that you have already tried here and whether they were helpful. They may tell you additional ideas or gain insights from your struggles of not being able to rebound from a series of bad days.

      If you’re having more than just a bad day, they will want to know. If you don’t have the answers, that’s okay, too. You just need to try these tools and figure out how you’re feeling. That’s all that’s required of you.

      Keep taking care of yourself. Any progress is progress, no matter how small. Give yourself a chance to get better by reaching out.

      Final Thoughts

      If you had a bad day, don’t let it stop you.

      Know this: It’s okay not to be okay. You have a right to feel what you feel. But there is something you can do about it.

      You can invest in yourself via self-care.

      You are not alone in this. Everyone has bad days from time to time. You just need to know that you are the positive things you tell yourself.

      More Things You Can Do If You Had a Bad Day

      Featured photo credit: Anthony Tran via unsplash.com

      Reference

      Read Next