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How Not To Check Email At Work

How Not To Check Email At Work
How Not To Check Email At Work

More today than ever, email is a part of the workplace. In offices, even home offices, email is an indispensable tool that allows for quick, casual and formal conversation.

Using email effectively is the key to productivity. More so, using it as little as possible at appropriate times is key. Here’s how you shouldn’t check your email while working.

The Do Nots:

1. Check mail first thing in the morning

Get started on work first, then check mail at a specific time afterwards. When you begin with email, it muddles your day. You’ve suddenly got 10 things to think about without having started any work for the day.

Don’t touch your email until after an hour. Any important messages, memos, meetings etc, can be passed to you by co-workers. You’ll be much more productive getting an early start on your work before any distractions.

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Never Check Your Email First Or Last – [LifeDev]

2. Reply immediately

Organize what emails need action and set a time in day to reply to them all. Rarely do emails need actioning immediately. Save/organize/star the emails you want to reply to and set a time to handle them later.

Other than preventing you from spending half and hour checking and replying and thinking about replying to emails, this will also allow you some time to casually think about your responses. Maybe you decide you don’t even need to reply to some.

Apply the GTD 2-minute rule, but halve it. If you can write a reply to an email in 1 minute or less, then reply right away. Otherwise, put it away to reply later.

Remember the 4 D’s when deciding what to do with each email.

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  • 1. Delete it – Delete
  • 2. Do it – reply if under 1 minute
  • 3. Delegate it – forward if actionable for someone else
  • 4. Defer it – put away [folder/star etc] for later

3. Check personal emails/ blog stats etc

Have a work email or filter personal/work contacts so you’re only receiving work-related emails while at work.

You don’t need to handle personal emails at work. If you like to relax and check those on your break, do so, but don’t let it affect your workflow. If you see an email from a friend amongst work emails, it’ll be hard to resist reading. Keep them separate and organize your time.

If you do use your work email for personal emails also, like in this NYTimes report, I would suggest filtering everything you can so work stays work and play stays at home.

Use the Greasemonkey Filter Assistant script to easily create filters for email contacts.

4. Get notified

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If you use Outlook or an email client that allows desktop/browser notifications, turn them off. Nothing disrupts your workflow like email notifications popping up.

Set times to check; maybe twice a day. Intersperse these with your reply times. Email isn’t a live conversation. No-one expects you to reply straight after they send one through, people will begin to expect your emails at your designated reply-only times.

This takes discipline, but does wonders to keep you on track.

If you use something like Gmail Notifier, you can disable automatic email checks and only check emails manually.

5. Spend a lot of time on replying

Emails aren’t novels. They shouldn’t even be long conversations. Keep your replies as succinct as possible. Give straight answers and stay on point.

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If you receive long emails, do your best to speed read so you’re not spending more than a few minutes on each email. When replying to a long email, keep it ultra-short. Use dot points and make it easy for the recipient to reply with short answers.

Try the Time Tracker Firefox extension to track time spent on emails. It comes with stats and an alarm.

The Do:

Set up a system that works for you.

If you require constant updates of emails, then keep notifications up. Maybe find a better way to get those updates, like through your mobile. If your workplace has bad email practices, or you see a lot of time wasted, talk to someone about it.

If you’re a GMail user, get into filters and learn how to use them well.

Set a schedule to include email checking and replying. Email should make work faster and more productive.

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Last Updated on November 15, 2018

Success In Reaching Goals Is Determined By Mindset

Success In Reaching Goals Is Determined By Mindset

What do you think it takes to achieve your goals? Hard work? Lots of actions? While these are paramount to becoming successful in reaching our goals, neither of these are possible without a positive mindset.

As humans, we naturally tend to lean towards a negative outlook when it comes to our hopes and dreams. We are prone to believing that we have limitations either from within ourselves or from external forces keeping us from truly getting to where we want to be in life. Our tendency to think that we’ll “believe it when we see it” suggests that our mindsets are focused on our goals not really being attainable until they’ve been achieved. The problem with this is that this common mindset fuels our limiting beliefs and shows a lack of faith in ourselves.

The Success Mindset

Success in achieving our goals comes down to a ‘success mindset’. Successful mindsets are those focused on victory, based on positive mental attitudes, empowering inclinations and good habits. Acquiring a success mindset is the sure-fire way to dramatically increase your chance to achieve your goals.

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The idea that achieving our goals comes down to our habits and actions is actually a typical type of mindset that misses a crucial point; that our mindset is, in fact, the determiner of our energy and what actions we take. A negative mindset will tend to create negative actions and similarly if we have a mindset that will only set into action once we see ‘proof’ that our goals are achievable, then the road will be much longer and arduous. This is why, instead of thinking “I’ll believe it when I see it”, a success mindset will think “I’ll see it when I believe it.”

The Placebo Effect and What It Shows Us About The Power of Mindset

The placebo effect is a perfect example of how mindset really can be powerful. In scientific trials, a group of participants were told they received medication that will heal an ailment but were actually given a sugar pill that does nothing (the placebo). Yet after the trial the participants believed it’s had a positive effect – sometimes even cured their ailment even though nothing has changed. This is the power of mindset.

How do we apply this to our goals? Well, when we set goals and dreams how often do we really believe they’ll come to fruition? Have absolute faith that they can be achieved? Have a complete unwavering expectation? Most of us don’t because we hold on to negative mindsets and limiting beliefs about ourselves that stop us from fully believing we are capable or that it’s at all possible. We tend to listen to the opinions of others despite them misaligning with our own or bow to societal pressures that make us believe we should think and act a certain way. There are many reasons why we possess these types of mindsets but a success mindset can be achieved.

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How To Create a Success Mindset

People with success mindsets have a particular way of perceiving things. They have positive outlooks and are able to put faith fully in their ability to succeed. With that in mind, here are a few ways that can turn a negative mindset into a successful one.

1. A Success Mindset Comes From a Growth Mindset

How does a mindset even manifest itself? It comes from the way you talk to yourself in the privacy of your own head. Realising this will go a long way towards noticing how you speak to yourself and others around you. If it’s mainly negative language you use when you talk about your goals and aspirations then this is an example of a fixed mindset.

A negative mindset brings with it a huge number of limiting beliefs. It creates a fixed mindset – one that can’t see beyond it’s own limitations. A growth mindset sees these limitations and looks beyond them – it finds ways to overcome obstacles and believes that this will result in success. When you think of your goal, a fixed mindset may think “what if I fail?” A growth mindset would look at the same goal and think “failures happen but that doesn’t mean I won’t be successful.”

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There’s a lot of power in changing your perspective.

2. Look For The Successes

It’s really important to get your mind focused on positive aspects of your goal. Finding inspiration through others can be really uplifting and keep you on track with developing your success mindset; reinforcing your belief that your dreams can be achieved. Find people that you can talk with about how they achieved their goals and seek out and surround yourself with positive people. This is crucial if you’re learning to develop a positive mindset.

3. Eliminate Negativity

You can come up against a lot of negativity sometimes either through other people or within yourself. Understanding that other people’s negative opinions are created through their own fears and limiting beliefs will go a long way in sustaining your success mindset. But for a lot of us, negative chatter can come from within and these usually manifest as negative words such as can’t, won’t, shouldn’t. Sometimes, when we think of how we’re going to achieve our goals, statements in our minds come out as negative absolutes: ‘It never works out for me’ or ‘I always fail.’

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When you notice these coming up you need to turn them around with ‘It always works out for me!’ and ‘I never fail!’ The trick is to believe it no matter what’s happened in the past. Remember that every new day is a clean slate and for you to adjust your mindset.

4. Create a Vision

Envisioning your end goal and seeing it in your mind is an important trait of a success mindset. Allowing ourselves to imagine our success creates a powerful excitement that shouldn’t be underestimated. When our brain becomes excited at the thought of achieving our goals, we become more committed, work harder towards achieving it and more likely to do whatever it takes to make it happen.

If this involves creating a vision board that you can look at to remind yourself every day then go for it. Small techniques like this go a long way in sustaining your success mindset and shouldn’t be dismissed.

An Inspirational Story…

For centuries experts said that running a mile in under 4 minutes was humanly impossible. On the 6th May 1954, Rodger Bannister did just that. As part of his training, Bannister relentlessly visualised the achievement, believing he could accomplish what everyone said wasn’t possible…and he did it.

What’s more amazing is that, as soon as Bannister achieved the 4-minute mile, more and more people also achieved it. How was this possible after so many years of no one achieving it? Because in people’s minds it was suddenly possible – once people knew that it was achievable it created a mindset of success and now, after over fifty years since Bannister did the ‘impossible’, his record has been lowered by 17 seconds – the power of the success mindset!

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