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3 People You Need to Train to Use the Inbox

3 People You Need to Train to Use the Inbox

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    When you get to your desk, is there a message slip on your keyboard? Maybe a Post-It note on your monitor? Perhaps a stack of important files on your chair? Each of those piles of paperwork needs your attention, but there’s not exactly any order to it. The files will get stacked somewhere else on your desk so you can sit down. The message slip will get pushed off to one side so that you can take care of something online immediately — and something similar will happen to that Post-It so that you can see the screen. All those very important pieces of paper are probably lost in the shuffle moments after you sit down. Don’t you wish that they all went to just one inbox, so that you actually can process it all in one go, when you have time?

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    It’s relatively to make sure that all your email and online notifications go to the right inbox. With email forwarding and a few filters, you may even be able to automate your email inbox. But when you’re working with paper, you can easily wind up spread across half a dozen inboxes, struggling to keep up with the paperwork. Even in supposedly ‘paperless’ offices, you still wind up with plenty of paperwork you need to process. It’s very possible to streamline your paperwork, but it can take some training to make sure everything winds up in your inbox. There are a fw people who particularly need that training.

    1. You!

    When it comes to making sure that papers make it into your inbox, you’re a key culprit. First of all, do you have a set inbox? Many people treat their entire desk as an inbox — and they’re even worse at home. Your first step should be to put out a basket or otherwise denote your inbox. From there, you need to make sure that anything that needs to be processed makes it into your inbox, rather than falling anywhere else. That stack of files on your chair and message slip on your keyboard both need to be set in your inbox as soon as you sit down.

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    It’s also worth putting anything else you need to handle in that inbox: if you routinely take notes or make lists on pieces of paper or in a notebook, those notations probably need to be checked and possibly completed as much as any memo dropped on your desk. Putting those notes in your inbox creates a habit of looking through them.

    You also have to train yourself to go through your inbox on a regular basis. Personally, I find processing paper immediately before or after I take care of my email inbox means that I can blow through all of it at once, but you’ll have to find a system for yourself. The goal of Inbox Zero is just as important for your paperwork as your email.

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    2. Your Co-Workers

    Depending on your ideal world, you might want your co-workers to email you regarding any new tasks, projects or other items they want to bring to your attention. But it’s fairly difficult to eliminate all paper exchanges: after all, if a co-worker needs to hand off a physical file to you or needs your signature on a particular page, he or she is probably going to hand off some papers to you. That doesn’t mean you can’t control just how that hand off goes, though.

    If you’re sitting at your desk, you can generally direct your co-workers to set things in your inbox. Refer to it as such and most of your co-workers will get the idea that setting papers there will get them taken care much faster. There will always be some people that won’t manage to hit the inbox — even if you put a big sign over it — but if you can get even a few people using your inbox, you can get to the point where shuffling aroud papers yourself isn’t so much of a hassle.

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    3. Higher Ups

    Training supervisors, managers and other people who effectively get to tell you what to do can be difficult. You can politely ask them to conform to your system of course, and some will make the effort to do so, but some higher ups will take the view that you really ought to conform to their system, given the state of the food chain. This may translate to more re-filing for you, without many steps you can take.

    However, training your supervisor to use your inbox is not impossible. It’s a matter of showing the effects of actually getting something into your inbox: if you can get to something in your inbox faster than something outside of it, you can prove the value of using it. I’m not suggesting that you go completely passive aggressive on your boss and ignore everything that doesn’t make it into your inbox — it’s not going to help your situation — but it’s not unreasonable to handle everything in your inbox first and then start looking for projects or tasks that may have accumulated in other places someone might expect you to check.

    Your Inbox

    An inbox on your desk may sound like a little thing for productivity. After all, if something’s on your desk, you’ll likely get to it eventually. An inbox is simply a way to speed up the process. You don’t need to worry about what to tackle next. Just grab the next item in your inbox and keep on working. Even better, if you can get in the habit of filing, shredding or otherwise putting away any paper you pick up from your inbox, there is some hope of maintaining a fairly clean desk — one you can easily work on!

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    Last Updated on January 2, 2019

    7 Steps For Making a New Year’s Resolution and Keeping It

    7 Steps For Making a New Year’s Resolution and Keeping It

    Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

    Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

    Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

    Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

    1. Just pick one thing

    If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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    Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

    Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

    2. Plan ahead

    To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

    Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

    Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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    3. Anticipate problems

    There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

    4. Pick a start date

    You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

    Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

    5. Go for it

    On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

    Your commitment card will say something like:

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    • I enjoy a clean, smoke-free life.
    • I stay calm and in control even under times of stress.
    • I’m committed to learning how to run my own business.
    • I meditate daily.

    6. Accept failure

    If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

    If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

    Perseverance is the key to success. Try again, keep trying and you will succeed.

    7. Plan rewards

    Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

    Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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    Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

    Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

    Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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