Advertising
Advertising

Make Email Your Servant (Not Your Master)

Make Email Your Servant (Not Your Master)

Make Email Your Servant (Not Your Master)

    Let’s be clear.  Your email is not your work; it is simply a tool to help you do your work.  But like any tool it can be ineffective or even dangerous when used wrongly.  Here is how to make email your servant not your master.

    Advertising

    1.  Check your email inbox at set intervals. Do not have your email on and active in front of you all the time.  For most people it is better to check email no more than three or four times a day.  For example you could check email at 9 am, 12 noon and 4 pm.  Then you can spend the rest of the day doing useful work.

    2.  Your do-do list is more important than your email. Write all the most important things you have to do each day on your to-do list and use that to prioritise your activities.  Focus on getting the top priorities completed each day and your performance will soar.

    Advertising

    3.  Action emails immediately. When you read your inbox action each item immediately if at all possible.  You might reply, forward, delete or file.  Do not read through your inbox over and over.  Read once and action straight away.  If you cannot action an important email then flag it for follow up – in Outlook you right click on the message and then click – follow up today.  This will give the item a red flag and you can find it easily by clicking on the flag status column.

    4.  Declutter your inbox. Eliminate unnecessary emails.  Flag junk as junk or use an external filter system such as ClearMyMail to stop junk.  Unsubscribe from any newsletters that you you do not read.

    Advertising

    5.  Maintain your contact list. Your contact list is a valuable asset that rewards attention and maintenance.  In most cases when you receive an email from a new business contact then you should add them to your contacts immediately.  Years later you might want to contact them and it is important to have their details.  It is handy to sort your contacts into different categories – social, customer, supplier etc.   Take a back-up of your contact list separately from your main computer so that you still have it even if disaster strikes.

    6.  Use folders sparingly. I have a few folders for really important categories of communication.  Everything else is deleted or stays in my inbox.  Some people have hundreds of folders and put everything into one or other.  If this works for you then fine but beware of folder creep.

    Advertising

    7.  Sync your mobile and desktop worlds. Keep your messages and contacts synchronsied between your cellphone or pda and your computer.  It is great to use quiet time while travelling to read and send messages provided your important replies are captured for future reference.

    Some people use social media sites such as Twitter or Facebook as their primary communications tool and they are great for short casual messages.  However, email remains the tool of choice for business communications.  Sharpen the tool and use it well.  It is an essential part of your everyday productivity.

    More by this author

    Paul Sloane

    Professional Keynote Speaker, Author, Innovation Expert

    How to Win an Argument – Dos, Don’ts and Sneaky Tactics How to Get Rich: 11 Bold Moves That Guarantee Wealth How to be a Brilliant Conversationalist Think Laterally Write A Killer Resume In Seven Easy Steps

    Trending in Communication

    1 12 Simple Ways to Boost Your Confidence Right Now 2 How to Use the 5 Minute Journal to Invest in Your Happiness 3 What’s the Purpose of Life? A Guide to Live with Meaning 4 Why Happiness is a Choice (And a Smart One to Make) 5 How to Survive a Midlife Crisis (The Definitive Guide for Men)

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on January 16, 2020

    12 Simple Ways to Boost Your Confidence Right Now

    12 Simple Ways to Boost Your Confidence Right Now

    The way you feel about yourself greatly influences how you live and interact with others. If you are confident about yourself, you tend to see yourself positively and actually enjoy spending time with and around people. You don’t feel self-conscious or awkward around others, and that allows you to live your fullest and happiest life.

    However, if you’re drowning in a sea of self-doubt, hesitancy and shyness, you often withdraw and isolate yourself from others and avoid interacting and connecting with people. That anxiety you feel in the pit of your stomach when you are around people is holding you back greatly and it is not good for your emotional health and overall well-being. You need to do something about it if you are low in self-confidence or have friends or family members who are not confident.

    “Confidence isn’t walking into a room thinking you’re better than everyone, it’s walking in not having to compare yourself to anyone” – Anonymous

    Here are simple, practical tips to boost your confidence right now and make you feel and act your best.

    1. Stop labeling yourself as awkward, timid or shy.

    When you label yourself as awkward, timid or shy, you sub-consciously tell your mind to act accordingly and psychologically feel inclined to live up to those expectations. Instead of labeling and entertaining negative self-talk, visualize and affirm yourself as confident and strong. Close your eyes for a minute and visualize yourself in different situation as you would like to be.

    Be your own cheerleader. Experts believe that positive affirmation and good mental practices like picturing yourself winning or achieving a goal can lead to greater feelings of self-assurance and prepare your brain for success.[1] As the saying goes, “seeing is believing.” Picture yourself as confident and soon enough you will begin to manifest behavior that gives evidence to this new ‘fact.’

    2. Recognize that the world is not focused on you (unless, of course, you are Kanye West).

    That means you don’t have to be excessively sensitive about who you are or what you are doing (or not doing). You are not on the center stage; there is no need for preoccupation with self and perfectionism. As rap music star Rocko sings, “You just do you and I will do me, aight?”

    Advertising

    Forget about trying to please everyone or being perfect. Trying to be perfect and being a people-pleaser puts too much pressure on you and creates unnecessary anxiety. Besides, people are too preoccupied with their own issues to pay much attention to your every move unless, of course, you are a mega famous, super celebrity like Beyonce or Kanye West.

    3. Focus on other people as opposed to yourself.

    If you are low on confidence, self-conscious, nervous and shy in social situations, focus your attention on other people and what they are saying or doing instead of focusing on your own awkwardness.

    For example, think about what it is that is interesting about the person who’s the centre of the party or the guy or girl you are talking with. Prompt them to talk more about themselves and be genuinely curious and interested in what they say. You will instantly come across as confident and warmhearted.

    People generally want to talk about themselves, be heard and understood. They will love it when you’re eager and willing to listen to them and really hear what they have to say.

    This habit of focusing more on what you love in others as opposed to what you dislike in yourself will not only help you become more assertive and comfortable in virtually all social situations, but also instantly make you feel great about yourself.

    4. Know (and accept) yourself for who you are.

    Chinese military general, strategist and philosopher Sun Tzu, author of the internationally acclaimed book The Art of War, said, “Know yourself and you will win all battles.” Even in the battle with lack of confidence, you will need to know yourself to win.

    Knowing yourself starts with understanding that people are not all the same, neither are all social situation suitable for everyone. You might not be confident in large gatherings, but you could be bold and confident in one-on-one and small group interactions. We all have our own unique gifts and unique ways of expressing ourselves. Embrace yours!

    Advertising

    Introverts, for example, have a quiet confidence that is, unfortunately, often confused for shyness. They are naturally low key and prefer to spend time alone. However, this natural disposition affords them certain unique gifts, such as an ability to listen better than most people and notice things that others don’t.

    Your uniqueness is where your strength and advantage lies. You won’t be comfortable and confident in all situations all the time. Albert Einstein said,

    “Everybody is a genius. But if you judge a fish by its ability to climb a tree, it will live its whole life believing that it is stupid.”

    5. Crack a smile.

    If there is one sure way to instantly boost your confidence, it’s cracking a smile. Christine Clapp, a public speaking expert at The George Washington University, says that flashing those pretty, pearly white teeth will immediately make you appear both confident and composed. But, the effect of smiling is not just external. Studies show that smiling can also help nix feelings of stress and pave the way for a happier and more relaxed you.[2]

    Not a bad return for something seemingly so trite, wouldn’t you agree?

    6. Break a sweat—with exercise.

    Working out is another great way to make yourself feel amazing and confident. Science has shown that exercising increases your endorphins, helps reduce stress, tones your muscles and makes you feel happy and confident.[3]

    And hey, all you have to do is take a walk a few times a week and you’ll see the benefits. What seems to matter—as far as your confidence goes—is whether you break a sweat, not how strenuous your session is, which is pretty cool. Start working out now.

    Advertising

    7. Groom yourself.

    This might seem mundane, but it’s amazing how much of a difference a shower and shave can have on your confidence and self-image. And when you spritz on a scent, the boost on confidence and self-esteem is incredible. As it turns out, your favorite fragrance does more than make you smell oh-so-nice.

    A study found that a fragrance can inspire confidence in men. Interestingly, the study also found that the more a man likes the fragrance, the more confident he might feel. Another study found that 90% of women feel more confident while wearing a scent than those who go fragrance-free.

    8. Dress nicely.

    Another one that might seem trite, but it works. If you dress nicely, you’ll instantly feel good about yourself and give your confidence a real boost. That is largely because you’ll feel attractive, presentable and sometimes even successful in nice clothes.

    While dressing nicely means something different for everyone, it does not necessarily mean wearing $500 designer outfits. It means wearing clothes that are clean, that you are comfortable in and that are nice-looking and presentable, including casual clothes.

    9. Do activities you enjoy.

    Whether it is reading a book, playing a musical instrument, riding your bicycle or going fishing, do what you really enjoy and what makes you truly happy often. It will boost your self-esteem, soothe your ego and allow you to identify with your gifts and talents. That will in turn bolster your self-belief and grow your confidence exponentially.

    You might not become popular for doing what you love, but you might not even want to be popular at all. Being popular doesn’t make you happy; doing what you love does.

    10. Prepare for the possibility of rejection / setback.

    Late World No. 1 professional tennis player Arthur Ashe said, “One important key to success is self-confidence. A key to self-confidence is preparation.” You need to prepare for the possibility of rejection and setback.

    Advertising

    Why?

    Everybody suffers rejection and setback at one point or another. You are not exempted. The question on your mind, therefore, should not be if you will be rejected, but how you will handle rejection when it comes.

    Prepare yourself adequately in every situation to minimize the risk and effect of rejection and so that your confidence is not broken. For example, learn public speaking and rehearse what you are going to say beforehand if you have landed a public speaking engagement. That way, you are sure of yourself and confident you have what it takes to hack it. If you are rejected, don’t take it personally.

    Rejection and setbacks happen to the best of us. Take it as a learning experience. Learn from your mistakes and move on.

    11. Face uncomfortable situations square in the face.

    Don’t run away from uncomfortable situations. Running away from people or situations because you feel scared, shy or timid only confirms and reinforces your shyness. Instead, face the situation that makes you uneasy square in the face. For example, go ahead and talk to that person you are afraid to approach, or go straight to the front of your yoga class! What’s the worst that can happen?

    Prepare and be ready for any eventuality. The more you face your fears, the more you realize you are stronger than you thought and the more confident you get. This simple, yet admittedly courageous, act makes you unstoppable. You get comfortable being uncomfortable and begin to feel like you can take on the world. And that is the hallmark of someone destined for great things.

    12. Sit up straight and walk tall—you are awesome!

    Yes, sit up straight and believe you are awesome. Don’t slump in your chair or slouch your shoulders. Experts say the right stance can not only keep your self-esteem and mood lifted, but also lead to more confidence in your own thoughts.[4]

    The way to sit is to open up your chest and keep your head level so that you look and feel poised and assured. And when you get up, stand tall and walk like you’re on a mission. People who sit up straight and walk tall are more attractive and instantly feel more confident. Try it now: you’ll feel fierce and confident just by sitting up straight and walking tall.

    Featured photo credit: Freshh Connection via unsplash.com

    Reference

    Read Next