Advertising
Advertising

7 Email Myths That Plague the Workplace

7 Email Myths That Plague the Workplace

    Myths about how to best do email abound. Some are explicitly stated and drummed into your head, and some are the unspoken expectations of the modern corporate world. To succeed at tackling the big email time sink and making email woes a thing of your past, you need to acknowledge these myths for what they are, and implement a system that works.

    Systems need good foundations in order to work, and when an effective email management system fails, it’s usually because the user couldn’t separate these myths from their approach.

    1. Good organization is the best way to stay on top of email.

    Advertising

    It’s not. Turning emails into actions and archiving everything else is the best way to stay on top of email. Organizing each message into a different folder might be handy for other reasons, such as digging out a paper trail for your lawyer when you get sued, but it’s not handy for “staying on top of” email. There is no correlation between the folder your message is in (unless we’re talking about the inbox) and your level of email efficiency.

    2. You need to reply to every message.

    Some messages simply don’t need a reply. You should only reply if you have something valuable to add to the communication. Sure, you might feel the sting of guilt as you get used to this concept and stop replying to every message you get, but if you want to reclaim your time, it’s an adjustment you must make.

    If there are people you communicate with regularly who expect a reply even when you have nothing to add, you need to educate them rather than succumb to their demands. The biggest problem with email productivity is that people simply won’t put up a little resistance to those who don’t know how to use email effectively.

    Advertising

    3. You need to reply to every message… as soon as you receive it.

    Worse than myth number two is the myth that you should reply to every message the second you get it. Nothing is accomplished by this. There are always exceptions to every rule—if you work in a newsroom, waiting an hour for information is like waiting a week—but they probably don’t apply to you. Don’t find excuses to reply to every message every minute of the day; just say no.

    Replying to every message you receive is a time sink. Replying to every message as soon as you receive it is sheer irresponsibility—ironically, many people do this to create the illusion of productivity and responsibility.

    4. Emails should be about (insert number) words.

    Advertising

    The appropriate length for an email is dependent on what the email is about and how much the recipient already knows about the topic, and how much they need to know about the topic in order to act on it. If it doesn’t need to be more than a sentence, never make it more than a sentence. If the email is incomplete in three or four paragraphs, keep writing until the email is complete, but make every word count and edit like crazy before you hit send.

    Part of maintaining good email productivity is maintaining good email etiquette; you could call it the “email karma” rule.

    5. Email is a beast that can’t be tamed.

    Sure it can be. The technology is never the problem; the people using it are. The question is: are you the problem person, or is it the people sending you email? Either way, there are solutions you can implement, whether they involve changing the way you think about and use email or putting up obstacles between yourself and your contacts. Auto responders are one such obstacle that will educate those who are sending you unhelpful email.

    Advertising

    6. There’s no way to get off that pesky mailing list!

    Of course there is; it’s just a matter of how far you’re willing to take the matter. Spam is illegal, remember, and if it’s truly a mailing list and not just spam from Russia, there’s a way to get your name removed (even if you have to scare the bejeezus out of them with lawyers). It may just take some time and energy. If it’s going to take you more than two minutes, you should simply set up a filter so that you never see messages from that address. If you’re looking for more time in your day, why take the hard route?

    7. Prioritization is a good email productivity tool.

    Prioritization is a good task management tool. If you feel like attaching a priority to an email you’ve received, it’s a good sign that you need to turn that message into an action. On the flip side, sending an email marked as high priority using the prioritization features of your email client has an equally dubious level of usefulness. Not only is there a good chance that the priority level won’t be displayed in the recipient’s email client, it’s a matter of good email etiquette to leave the priority of a given email up to the recipient and let them fit it into the context of their day.

    Email was never designed to help you communicate during an emergency. If there’s an emergency that truly does require immediate attention, pick up the phone or Skype.

    More by this author

    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

    How to Master the Art of Prioritization The Importance of Scheduling Downtime How to Make Decisions Under Pressure 11 Free Mind Mapping Applications & Web Services How to Use Parkinson’s Law to Your Advantage

    Trending in Featured

    1 How to Cultivate Continuous Learning to Stay Competitive 2 Simple Productivity: 10 Ways to Do More by Focusing on the Essentials 3 Is Procrastination Bad? The Truth About Procrastination Revealed 4 12 Rules for Self-Management 5 How to Take Notes Effectively: Powerful Note-Taking Techniques

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on November 5, 2019

    How to Cultivate Continuous Learning to Stay Competitive

    How to Cultivate Continuous Learning to Stay Competitive

    Assuming the public school system didn’t crush your soul, learning is a great activity. It expands your viewpoint. It gives you new knowledge you can use to improve your life. It is important for your personal growth. Even if you discount the worldly benefits, the act of learning can be a source of enjoyment.

    “I have never let my schooling interfere with my education.” — Mark Twain

    But in a busy world, it can often be hard to fit in time to learn anything that isn’t essential. The only things learned are those that need to be. Everything beyond that is considered frivolous. Even those who do appreciate the practice of lifelong learning, can find it difficult to make the effort.

    Here are some tips for installing the habit of continuous learning:

    1. Always Have a Book

    It doesn’t matter if it takes you a year or a week to read a book. Always strive to have a book that you are reading through, and take it with you so you can read it when you have time.

    Just by shaving off a few minutes in-between activities in my day I can read about a book per week. That’s at least fifty each year.

    2. Keep a “To-Learn” List

    We all have to-do lists. These are the tasks we need to accomplish. Try to also have a “to-learn” list. On it you can write ideas for new areas of study.

    Advertising

    Maybe you would like to take up a new language, learn a skill or read the collective works of Shakespeare. Whatever motivates you, write it down.

    3. Get More Intellectual Friends

    Start spending more time with people who think. Not just people who are smart, but people who actually invest much of their time in learning new skills. Their habits will rub off on you.

    Even better, they will probably share some of their knowledge with you.

    4. Guided Thinking

    Albert Einstein once said,

    “Any man who reads too much and uses his own brain too little falls into lazy habits of thinking.”

    Simply studying the wisdom of others isn’t enough, you have to think through ideas yourself. Spend time journaling, meditating or contemplating over ideas you have learned.

    5. Put it Into Practice

    Skill based learning is useless if it isn’t applied. Reading a book on C++ isn’t the same thing as writing a program. Studying painting isn’t the same as picking up a brush.

    Advertising

    If your knowledge can be applied, put it into practice.

    In this information age, we’re all exposed to a lot of information, it’s important to re-learn how to learn so as to put the knowledge into practice.

    6. Teach Others

    You learn what you teach. If you have an outlet of communicating ideas to others, you are more likely to solidify that learning.

    Start a blog, mentor someone or even discuss ideas with a friend.

    7. Clean Your Input

    Some forms of learning are easy to digest, but often lack substance.

    I make a point of regularly cleaning out my feed reader for blogs I subscribe to. Great blogs can be a powerful source of new ideas. But every few months, I realize I’m collecting posts from blogs that I am simply skimming.

    Every few months, purify your input to save time and focus on what counts.

    Advertising

    8. Learn in Groups

    Lifelong learning doesn’t mean condemning yourself to a stack of dusty textbooks. Join organizations that teach skills.

    Workshops and group learning events can make educating yourself a fun, social experience.

    9. Unlearn Assumptions

    You can’t add water to a full cup. I always try to maintain a distance away from any idea. Too many convictions simply mean too few paths for new ideas.

    Actively seek out information that contradicts your worldview.

    Our minds can’t be trusted, but this is what we can do about it to be wiser.

    10. Find Jobs that Encourage Learning

    Pick a career that encourages continual learning. If you are in a job that doesn’t have much intellectual freedom, consider switching to one that does.

    Don’t spend forty hours of your week in a job that doesn’t challenge you.

    Advertising

    11. Start a Project

    Set out to do something you don’t know how. Forced learning in this way can be fun and challenging.

    If you don’t know anything about computers, try building one. If you consider yourself a horrible artist, try a painting.

    12. Follow Your Intuition

    Lifelong learning is like wandering through the wilderness. You can’t be sure what to expect and there isn’t always an end goal in mind.

    Letting your intuition guide you can make self-education more enjoyable. Most of our lives have been broken down to completely logical decisions, that making choices on a whim has been stamped out.

    13. The Morning Fifteen

    Productive people always wake up early. Use the first fifteen minutes of your morning as a period for education.

    If you find yourself too groggy, you might want to wait a short time. Just don’t put it off later in the day where urgent activities will push it out of the way.

    14. Reap the Rewards

    Learn information you can use. Understanding the basics of programming allows me to handle projects that other people would require outside help. Meeting a situation that makes use of your educational efforts can be a source of pride.

    15. Make Learning a Priority

    Few external forces are going to persuade you to learn. The desire has to come from within. Once you decide you want to make lifelong learning a habit, it is up to you to make it a priority in your life.

    More About Continuous Learning

    Featured photo credit: Paul Schafer via unsplash.com

    Read Next