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Handling Urgency at Work Without Email

Handling Urgency at Work Without Email
    Catch the moment by sunnyUK on flickr

    Just the other day, a co-worker was called out by another co-worker that they “weren’t answering their email quickly enough.” This comment was made even when our company employs a host of ways to contact each other immediately.

    The issue that was being discussed was urgent and had to be handled that day, but the accusing party in no way handled the work as being urgent. For some reason they expected an immediate response via email, even though email is not an “immediate response” type of tool. And frankly, it should never be considered to be one especially with the types of technology we have at our disposal.

    Email as mail

    The way that I and many others treat email is as a piece of mail. We don’t sit in front of our mailbox all day, waiting for something to be put into it, only to take it out, create a reply, put it in an envelope, stamp, and send it off. That would be ridiculous, right? So, why should we be expected to deal with email this way?

    The problem is that most people treat email this way.

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    It wasn’t until I was introduced to the GTD ecosystem that I found thoughts on email like that of Merlin Mann or even Leo Babauta. These guys saw email as mail, something that piles up throughout our day and then we process it. We then make decisions on what we are supposed to do next with this incoming mail; respond to it, make it a piece of reference material, trash it, etc. Once I was able to understand this way of thinking, email wasn’t an immediate response type of tool anymore. This kept me out of my inbox and allowed me to get more done as well as handle urgent issues the right way.

    What about immediate issues?

    I hear this a lot where I work:

    “It’s my job to respond to email.”

    What a sad state of affairs; a professional email responder. Actually, I would say that most anyone that says that truly means that their job is to handle immediate issues in their business; it just so happens that many people still treat email as an immediate response type of communication.

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    I know that we productivity nerds can’t move the immovable force of overuse of email, but we can bring some options to the table that those afflicted with immediate email action can try to employ.

    The ways to handle urgency without email

    Here are a few ways that you can help yourself and possibly others in your company deal with urgent matters without the use of a sea of email. These may seem dead obvious, but you will be extremely surprised at how little they are used for urgent issues:

    1. Use IM

    No matter what anyone says, IM isn’t just a way to chat with your friends at work (although that can be an added benefit). IM stands for instant messaging and that is exactly what it should be used for; getting a hold of someone instantly.

    If you company doesn’t use IM, especially in a company where issues with customers are of utmost important, you may want to try to talk your higher-ups and put it in place. IM at work has saved a ton of time and many email messages being overlooked.

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    2. Use the phone

    A telephone? What the hell is that? It’s that thing that is dusty, sits on the corner of your desk, and is used maybe once a day. The fact is that the phone is the best tool for getting things done quickly across far reaches.

    Yes, maybe you can type 160 words per minute, but you can’t explain problems over IM or email like you can verbally. If something is super important and needs done ASAP, the phone and the next medium are the best tools to use.

    3. Come see me

    If you are across the office and you need something done now then go and see the person that needs to get that something done. You may want to call or IM them first to make sure that they are available, but if the issue is urgent enough, then it’s totally fine to just go and see them. Once again, speaking to someone verbally is the best way to handle urgent situations.

    What’s next?

    One of the hardest things you have to do to get out of the “living in your email inbox mentality”, especially for large corporations, is try to change your coworkers’ view on how to handle urgent issues. The best way to start is to tell them that you only check email a certain number of times a day (just like Mr. Vardy with his 3 times a day rule) and if they need something immediate, then either they can IM you, call, or stop over.

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    You may run into an issue that really isn’t urgent and your coworker thinks it is, but usually if you lay out some groundwork that email isn’t the best way to get something done quickly, they will respect your avenue for getting urgent things done.

    If you work with a bunch of humans, how do you guys handle urgent matters?

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    CM Smith

    A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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    Last Updated on February 18, 2019

    Why It’s Never Too Late To Redefine Yourself

    Why It’s Never Too Late To Redefine Yourself

    The ability to reinvent and redefine yourself is a bold, daring and purposeful choice. It doesn’t just happen. You have to make a conscious, intentional choice and then follow through.

    If the thought of forging a new path, changing habits, thought patterns and your inner circle of friends scares you – you’re not alone. Change can be a very scary thing. It takes courage, fortitude and a bit of faith to decide to shed your old self and don a new persona. However, it is one of the most critical processes one must repeatedly endure in the pursuit of destiny. Change unlocks new levels of potential.

    The Need for Change

    Everyday when we wake up, we make a decision. We decide to follow our routine or we decide to go off script and shake things up a bit. For those who are creatures of habit, routine is comfortable, easy and produces very little stress. The problem with this is, after a while you stop growing.

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    We all reinvent ourselves at some point in our lives. It is absolutely necessary to achieve certain levels of success.

    Reflect back on who you were as a teenager and then who you were at 25. Those are two very different people. Most of us are completely different. Your thought patterns changed, your appearance, job, level of education and even your friends– changed. We like to refer to this as “growing up” or maturing and consider it to be one of life’s natural progressions. However the changes you made were purposeful and deliberate.

    This process must be a lifelong and continuous cycle. You are never too old to refresh yourself.

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    Happy_old_man

      Signs It’s Time to Redefine

      “Just as established products and brands need updating to stay alive and vibrant, you periodically need to refresh or reinvent yourself.”– Mireille Guiliano

      So how do you know when it’s time for a system upgrade? There are signs along the way that alert you that it is time for an overhaul. The first sign is the feeling of being stuck. If you feel like you are in a rut, you’re bored with life or you need some newness and excitement, a self reinvention may be in order. Re-evaluate your life vision and your goals. Is that vision still valid and are your goals consistent with your vision and–are they achievable? If you are off course, it’s time for a change. If you are not moving forward and making progress, it’s time for a change.

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      In life, there’s no such thing as neutrality–you’re either moving forward or you are moving backward. Time constantly moves forward and if you are standing still, you are actually losing ground. No matter your age or stage in life– there is always room for improvement.

      “You’re never too old to set another goal or dream a new dream.” ~C. S. Lewis

      The second sign that you are due for a change is the occurrence of major life events in which change is forced upon you. Getting married, starting a new job, being promoted, ending a relationship, becoming a parenting or relocating are all prime opportunities to completely overhaul your life.

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      When these major shifts occur in your life–you have to shift with them. You can’t have a single mentality and have a successful marriage. You can’t remain selfish and irresponsible, and raise a healthy, well-adjusted child. You can’t be promoted to a supervisory position and keep the same subordinate attitude. Each level of success requires something different from you.

      Aronld in Predator

        Consider, for a moment, Arnold Schwarzenegger. People may have different opinions about his character and some of his life choices, but he is a master at reinventing himself. He achieved the ultimate success as a professional body builder by earning the title “Mr. Universe” three times. He then earned a tremendous amount of fame and fortune in the entertainment industry making action/adventure films. And in his latest role, he served two terms as the Governor of California. He succeeded as a professional body builder, a film star and a politician. Each role required massive amounts of change, commitment, strength and hard work.

        And if Arnold can do it…so can you!

        Featured photo credit: BK via flickr.com

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