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Handling Mail Overload: The Hard Copy Edition

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Handling Mail Overload: The Hard Copy Edition

    Checking my mail is part of my daily routine, rain or shine. I’m not talking about all those messages on my computer, either. I’m talking about the paper stuff that the mailman brings by every day but Sunday.

    I don’t know about you, but I still get plenty of the paper stuff. I keep wondering why all these catalogs keep showing up in my mailbox when emailing me about new products is so much cheaper. But I still wind up with more paper than I can handle.

    There are a few steps I’ve taken to get my mail under control.

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    Put a trash can near the front door

    As I get my mail, I immediately sort into three piles — to throw away, to shred and to open. I know plenty of people might need more specific piles, but I’ve found that keeping things simple helps.

    I don’t want to bring junk mail further into my home than I have to. If I’m not careful, I’ll wind up setting down the mail before I get a chance to throw away the junk. Then I just wind up with more paper cluttering up my place that I have to sort through before I can throw away. My trash pile barely makes it past the door.

    Go wild with the shredder

    I fully recommend investing in a decent shredder — cross cut lasts longer than diamond cut, for what it’s worth. I have a policy of shredding everything that comes into my home that has my address on it — down to the covers of catalogs.

    Before you think I’ve slipped over into crazy paranoia, though, allow me to explain: if you shred only sensitive material, someone with serious dedication and lots of time could probably piece it back together. But every piece of noise (or less sensitive paperwork) that you add to your pile of shredded material makes putting any of it back together that much harder. Catalog covers and empty envelopes make for great noise.

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    Stop at least some junk mail

    There are lots of companies that will take your money to help you stop receiving at least a portion of your junk mail. There are several free services that can help, however.

    Start with the Direct Marketing Association. You can list yourself with the DMA’s Mail Preference Service. Many direct marketers use the DMA’s list to check that recipients haven’t opted out of receiving direct marketing. This tactic won’t eliminate all your junk mail, but it can put a dent in it.

    Your second stop should be OptOutPreScreen.com. This site is operated by Equifax, Experian, Innovis and TransUnion — the four major credit reporting bureaus. Opting out through this site will remove your name from many of the lists that credit card, insurance and mortgage companies use to send out offers.

    Lastly, you may want to contact companies directly if they continue sending you mail you don’t want. There is one catalog company that was surprisingly persistent, despite the fact that I never requested a catalog nor purchased anything from the company, but when I called up and simply asked to be removed from the company’s mailing list the problem was solved.

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    Reduce your real mail

    With all the identity theft problems I’ve heard about, I’m not precisely happy with having my bank statements and other financial information in my mail box. I have a locking mail box, but I’ve gone to check my mail and found it hanging open more than once.

    Luckily, many banks and other companies handling your financial data are making online billing an option. Bank of America, for instance, allows you to receive your statements online. They never reach your mail box. For most programs, you can just change your account settings online.

    The package question

    One of the things I like about my apartment complex is that the apartment office accepts packages for residents. I’ve lived plenty of places where I’d routinely come home to a box at my front door — or learn about a missing package a week later.

    Unfortunately, there isn’t a simple solution to accepting packages unless you’re planning to stay home 24 hours a day, 7 days a week. Packages remain one of my biggest concerns, mail-wise, and I haven’t found a simple solution yet.

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    Ditch hard copy entirely

    Rather than dealing with your mail yourself, you can outsource the task. Companies like Earth Class Mail will accept, scan and then either store, shred or forward your mail as you choose. There are even companies that will handle your outgoing correspondence, as well — although these services are more for birthday cards or mass mailings than anything else.

    I haven’t tried this solution myself — if you have, I’d love to hear about it in the comments. I do like the idea behind it, especially when I travel. Just the thought of not having to sort junk mail myself is pretty tempting.

    Hack your mailbox

    Just as you can set rules to deal with your email, you can set rules for your paper mail. They aren’t automatic, but you can go through your mail just as quickly if you have a process to follow. You can get your mailboxes, physical and electronic, under control.

    The only problem I have with my mailbox lately is that it’s often empty. Sometimes I go and write letters, just to make sure I have some mail to look forward to.

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    Last Updated on July 20, 2021

    How to Overcome the Fear of Public Speaking (A Step-by-Step Guide)

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    How to Overcome the Fear of Public Speaking (A Step-by-Step Guide)

    You’re standing behind the curtain, just about to make your way on stage to face the many faces half-shrouded in darkness in front of you. As you move towards the spotlight, your body starts to feel heavier with each step. A familiar thump echoes throughout your body – your heartbeat has gone off the charts.

    Don’t worry, you’re not the only one with glossophobia(also known as speech anxiety or the fear of speaking to large crowds). Sometimes, the anxiety happens long before you even stand on stage.

    Your body’s defence mechanism responds by causing a part of your brain to release adrenaline into your blood – the same chemical that gets released as if you were being chased by a lion.

    Here’s a step-by-step guide to help you overcome your fear of public speaking:

    1. Prepare yourself mentally and physically

    According to experts, we’re built to display anxiety and to recognize it in others. If your body and mind are anxious, your audience will notice. Hence, it’s important to prepare yourself before the big show so that you arrive on stage confident, collected and ready.

    “Your outside world is a reflection of your inside world. What goes on in the inside, shows on the outside.” – Bob Proctor

    Exercising lightly before a presentation helps get your blood circulating and sends oxygen to the brain. Mental exercises, on the other hand, can help calm the mind and nerves. Here are some useful ways to calm your racing heart when you start to feel the butterflies in your stomach:

    Warming up

    If you’re nervous, chances are your body will feel the same way. Your body gets tense, your muscles feel tight or you’re breaking in cold sweat. The audience will notice you are nervous.

    If you observe that this is exactly what is happening to you minutes before a speech, do a couple of stretches to loosen and relax your body. It’s better to warm up before every speech as it helps to increase the functional potential of the body as a whole. Not only that, it increases muscle efficiency, improves reaction time and your movements.

    Here are some exercises to loosen up your body before show time:

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    1. Neck and shoulder rolls – This helps relieve upper body muscle tension and pressure as the rolls focus on rotating the head and shoulders, loosening the muscle. Stress and anxiety can make us rigid within this area which can make you feel agitated, especially when standing.
    2. Arm stretches – We often use this part of our muscles during a speech or presentation through our hand gestures and movements. Stretching these muscles can reduce arm fatigue, loosen you up and improve your body language range.
    3. Waist twists – Place your hands on your hips and rotate your waist in a circular motion. This exercise focuses on loosening the abdominal and lower back regions which is essential as it can cause discomfort and pain, further amplifying any anxieties you may experience.

    Stay hydrated

    Ever felt parched seconds before speaking? And then coming up on stage sounding raspy and scratchy in front of the audience? This happens because the adrenaline from stage fright causes your mouth to feel dried out.

    To prevent all that, it’s essential we stay adequately hydrated before a speech. A sip of water will do the trick. However, do drink in moderation so that you won’t need to go to the bathroom constantly.

    Try to avoid sugary beverages and caffeine, since it’s a diuretic – meaning you’ll feel thirstier. It will also amplify your anxiety which prevents you from speaking smoothly.

    Meditate

    Meditation is well-known as a powerful tool to calm the mind. ABC’s Dan Harris, co-anchor of Nightline and Good Morning America weekend and author of the book titled10% Happier , recommends that meditation can help individuals to feel significantly calmer, faster.

    Meditation is like a workout for your mind. It gives you the strength and focus to filter out the negativity and distractions with words of encouragement, confidence and strength.

    Mindfulness meditation, in particular, is a popular method to calm yourself before going up on the big stage. The practice involves sitting comfortably, focusing on your breathing and then bringing your mind’s attention to the present without drifting into concerns about the past or future – which likely includes floundering on stage.

    Here’s a nice example of guided meditation before public speaking:

    2. Focus on your goal

    One thing people with a fear of public speaking have in common is focusing too much on themselves and the possibility of failure.

    Do I look funny? What if I can’t remember what to say? Do I look stupid? Will people listen to me? Does anyone care about what I’m talking about?’

    Instead of thinking this way, shift your attention to your one true purpose – contributing something of value to your audience.

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    Decide on the progress you’d like your audience to make after your presentation. Notice their movements and expressions to adapt your speech to ensure that they are having a good time to leave the room as better people.

    If your own focus isn’t beneficial and what it should be when you’re speaking, then shift it to what does. This is also key to establishing trust during your presentation as the audience can clearly see that you have their interests at heart.[1]

    3. Convert negativity to positivity

    There are two sides constantly battling inside of us – one is filled with strength and courage while the other is doubt and insecurities. Which one will you feed?

    ‘What if I mess up this speech? What if I’m not funny enough? What if I forget what to say?’

    It’s no wonder why many of us are uncomfortable giving a presentation. All we do is bring ourselves down before we got a chance to prove ourselves. This is also known as a self-fulfilling prophecy – a belief that comes true because we are acting as if it already is. If you think you’re incompetent, then it will eventually become true.

    Motivational coaches tout that positive mantras and affirmations tend to boost your confidents for the moments that matter most. Say to yourself: “I’ll ace this speech and I can do it!”

    Take advantage of your adrenaline rush to encourage positive outcome rather than thinking of the negative ‘what ifs’.

    Here’s a video of Psychologist Kelly McGonigal who encourages her audience to turn stress into something positive as well as provide methods on how to cope with it:

    4. Understand your content

    Knowing your content at your fingertips helps reduce your anxiety because there is one less thing to worry about. One way to get there is to practice numerous times before your actual speech.

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    However, memorizing your script word-for-word is not encouraged. You can end up freezing should you forget something. You’ll also risk sounding unnatural and less approachable.

    “No amount of reading or memorizing will make you successful in life. It is the understanding and the application of wise thought that counts.” – Bob Proctor

    Many people unconsciously make the mistake of reading from their slides or memorizing their script word-for-word without understanding their content – a definite way to stress themselves out.

    Understanding your speech flow and content makes it easier for you to convert ideas and concepts into your own words which you can then clearly explain to others in a conversational manner. Designing your slides to include text prompts is also an easy hack to ensure you get to quickly recall your flow when your mind goes blank.[2]

    One way to understand is to memorize the over-arching concepts or ideas in your pitch. It helps you speak more naturally and let your personality shine through. It’s almost like taking your audience on a journey with a few key milestones.

    5. Practice makes perfect

    Like most people, many of us are not naturally attuned to public speaking. Rarely do individuals walk up to a large audience and present flawlessly without any research and preparation.

    In fact, some of the top presenters make it look easy during showtime because they have spent countless hours behind-the-scenes in deep practice. Even great speakers like the late John F. Kennedy would spend months preparing his speech beforehand.

    Public speaking, like any other skill, requires practice – whether it be practicing your speech countless of times in front of a mirror or making notes. As the saying goes, practice makes perfect!

    6. Be authentic

    There’s nothing wrong with feeling stressed before going up to speak in front of an audience.

    Many people fear public speaking because they fear others will judge them for showing their true, vulnerable self. However, vulnerability can sometimes help you come across as more authentic and relatable as a speaker.

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    Drop the pretence of trying to act or speak like someone else and you’ll find that it’s worth the risk. You become more genuine, flexible and spontaneous, which makes it easier to handle unpredictable situations – whether it’s getting tough questions from the crowd or experiencing an unexpected technical difficulty.

    To find out your authentic style of speaking is easy. Just pick a topic or issue you are passionate about and discuss this like you normally would with a close family or friend. It is like having a conversation with someone in a personal one-to-one setting. A great way to do this on stage is to select a random audience member(with a hopefully calming face) and speak to a single person at a time during your speech. You’ll find that it’s easier trying to connect to one person at a time than a whole room.

    With that said, being comfortable enough to be yourself in front of others may take a little time and some experience, depending how comfortable you are with being yourself in front of others. But once you embrace it, stage fright will not be as intimidating as you initially thought.

    Presenters like Barack Obama are a prime example of a genuine and passionate speaker:

    7. Post speech evaluation

    Last but not the least, if you’ve done public speaking and have been scarred from a bad experience, try seeing it as a lesson learned to improve yourself as a speaker.

    Don’t beat yourself up after a presentation

    We are the hardest on ourselves and it’s good to be. But when you finish delivering your speech or presentation, give yourself some recognition and a pat on the back.

    You managed to finish whatever you had to do and did not give up. You did not let your fears and insecurities get to you. Take a little more pride in your work and believe in yourself.

    Improve your next speech

    As mentioned before, practice does make perfect. If you want to improve your public speaking skills, try asking someone to film you during a speech or presentation. Afterwards, watch and observe what you can do to improve yourself next time.

    Here are some questions you can ask yourself after every speech:

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    • How did I do?
    • Are there any areas for improvement?
    • Did I sound or look stressed?
    • Did I stumble on my words? Why?
    • Was I saying “um” too often?
    • How was the flow of the speech?

    Write everything you observed down and keep practicing and improving. In time, you’ll be able to better manage your fears of public speaking and appear more confident when it counts.

    If you want even more tips about public speaking or delivering a great presentation, check out these articles too:

    Reference

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