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How Important is Email?

How Important is Email?


    How much time do you spend being consumed by your email? Do you feel like you’re constantly being pulled away from other, important tasks because you can never keep your inbox satisfied?

    If the answer is yes, here’s the question you need to ask yourself: Have you ever stopped to think about just how important your emails are?

    Since the humble email arrived it has managed to supersede most things in our lives! As soon as an email arrives in our inbox, we feel a compelling urge to reply immediately.

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    But it doesn’t have to be that way.

    New research has shown that only 1 in 3 emails are actually essential for work and require an action.

    Chief scientist, Nathaniel Borenstein from Mimecast, (who conducted the research) said:

    “What is clear is that the average employee faces a significant challenge in simply processing the information that comes into their inbox and identifying which messages are genuinely business critical.”

    I’m sure you yourself have experienced this. On average I receive over 100 emails every day. How many of these are really important? Probably less than 10. (Most of them are more of a distraction than of any use.)

    So why not take this new research as a sign to do some spring cleaning? It’s time to create some space in your inbox so you can really focus on the tasks that make a difference to your business or work.

    3 Steps to Spring Clean Your Inbox

    1. Unsubscribe. Be ruthless and unsubscribe from any email newsletter that has not been read over the past 2 weeks. If you’ve not read it, then really how likely are you to in the future? Be realistic and remove those unnecessary subscriptions.

    2. Deal with ‘subscription fear of missing out’. Remember that by unsubscribing you are not missing out. You can always visit the website or blog at your own leisure and access the information. It’s not a final goodbye!

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    3. Set up ‘email rules’. You can set up ‘rules’ so that certain types of emails are immediately placed into an email folder of your choice. This means you keep your inbox clear from emails that are not important. I use this tool to move any ‘newsletter’ emails, as I find these can easily consumer 30 – 40% of my inbox. (Note: I’m a Mac girl so I only know how to do this on a Mac.)

    Here’s the process using Entourage:

    Create a new folder first…

    1. Create a new email folder by going to ‘File’ drop down menu.
    2. Select ‘New’ and then ‘Folder’.
    3. Make sure you give your folder a relevant title such as ‘newsletters’ or ‘personal friends’ (depending on your subject).

    Then, set up some rules…

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    Email Rules
      1. Go to ‘Tools’ drop-down menu.
      2. Select ‘Rules’ and then ‘New’.
      3. Give your rule a title.
      4. Select ‘Add Criterion’ – this should see a box underneath appear that says ‘from’ (if it doesn’t say ‘from’ then select ‘from’ in the drop down menu).
      5. Ensure the box next to ‘from’ says ‘contains’ and then in the box next to this add in the email address that you are creating the rule for.
      6. Underneath you will see a section that says ‘Then’ ‘Add Action’ ‘Remove Action’, here you should see two more boxes alongside each other.
      7. Make sure the first box says ‘move to’ (you may need to select this from the drop down).
      8. In the box next to this you need to select the name of th folder you created in step 1.
      9. Hit ‘OK’ and your rule has been set up! Entourage will now move any emails form the address you inputted into your selected folder!
      10. Go through and create rules for all emails that you think are ‘not urgent’.

      That’s it. Enjoy your new clean and clear inbox!

      (Photo credit: Mail Icon on Screen via Shutterstock)

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      Zoe B

      A strategist, coach and blogger who shows people how to stop what isn't working for them in life and to start to plan the life they really want.

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      Last Updated on January 21, 2020

      How to Motivate People Around You and Inspire Them

      How to Motivate People Around You and Inspire Them

      If I was a super hero I’d want my super power to be the ability to motivate everyone around me. Think of how many problems you could solve just by being able to motivate people towards their goals. You wouldn’t be frustrated by lazy co-workers. You wouldn’t be mad at your partner for wasting the weekend in front of the TV. Also, the more people around you are motivated toward their dreams, the more you can capitalize off their successes.

      Being able to motivate people is key to your success at work, at home, and in the future because no one can achieve anything alone. We all need the help of others.

      So, how to motivate people? Here are 7 ways to motivate others even you can do.

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      1. Listen

      Most people start out trying to motivate someone by giving them a lengthy speech, but this rarely works because motivation has to start inside others. The best way to motivate others is to start by listening to what they want to do. Find out what the person’s goals and dreams are. If it’s something you want to encourage, then continue through these steps.

      2. Ask Open-Ended Questions

      Open-ended questions are the best way to figure out what someone’s dreams are. If you can’t think of anything to ask, start with, “What have you always wanted to do?”

      “Why do you want to do that?”

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      “What makes you so excited about it?”

      “How long has that been your dream?”

      You need this information the help you with the following steps.

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      3. Encourage

      This is the most important step, because starting a dream is scary. People are so scared they will fail or look stupid, many never try to reach their goals, so this is where you come in. You must encourage them. Say things like, “I think you will be great at that.” Better yet, say, “I think your skills in X will help you succeed.” For example if you have a friend who wants to own a pet store, say, “You are so great with animals, I think you will be excellent at running a pet store.”

      4. Ask About What the First Step Will Be

      After you’ve encouraged them, find how they will start. If they don’t know, you can make suggestions, but it’s better to let the person figure out the first step themselves so they can be committed to the process.

      5. Dream

      This is the most fun step, because you can dream about success. Say things like, “Wouldn’t it be cool if your business took off, and you didn’t have to work at that job you hate?” By allowing others to dream, you solidify the motivation in place and connect their dreams to a future reality.

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      6. Ask How You Can Help

      Most of the time, others won’t need anything from you, but it’s always good to offer. Just letting the person know you’re there will help motivate them to start. And, who knows, maybe your skills can help.

      7. Follow Up

      Periodically, over the course of the next year, ask them how their goal is going. This way you can find out what progress has been made. You may need to do the seven steps again, or they may need motivation in another area of their life.

      Final Thoughts

      By following these seven steps, you’ll be able to encourage the people around you to achieve their dreams and goals. In return, you’ll be more passionate about getting to your goals, you’ll be surrounded by successful people, and others will want to help you reach your dreams …

      Oh, and you’ll become a motivational super hero. Time to get a cape!

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      Featured photo credit: Thought Catalog via unsplash.com

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