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Back to Basics: Your Inbox

Back to Basics: Your Inbox

Your Inbox

    This is the first post in an ongoing series I’m calling “back to Basics”, a “refresher course” in personal productivity. For people just starting to grapple with issues of productivity, it will serve as an introduction to the basic concepts that underlie much of what we write here at Lifehack. For more advanced readers, it will serve as a reminder of what you thought you were setting out to do before you started fiddling with your system.

    I’m not sure how long the series will be – I intend to keep going until a) I run out of topics to cover, or b) people start asking me to stop. :-)

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    Your Inbox

    We start, then, where most productivity systems start: your inbox. By “inbox”, I don’t necessarily mean one of those plastic or wooden trays you set on your desk and pile everything into; that’s one kind of inbox, but not the only kind. Basically, an inbox is any place where you collect inputs into your life for later processing, whether those inputs are information, correspondence, notes, unfinished work, things you intend to look at later, or whatever.

    An inbox, then, can be a tray in your office, a table by your front door, a notebook you carry in your purse or pocket, or a pocket in your shoulder bag. We also have “virtual” inboxes: your email program, your RSS reader, note-organizing apps like Evernote, even a text or word processing file you keep open on your desktop. And don’t forget your computer monitor – if you’re one of those people who covers their monitor with post-its, that, too, is an inbox.

    The Fewer, the Better

    As a general rule, the fewer inboxes you have, the better. Fewer inboxes means less places where important material can escape your notice, and also less time to process everything you need out of them.

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    As a practical matter, your inboxes should be treated as end-points, with all your various inputs funneling towards them. As I said, this assures that everything eventually gets put in a place where you’re going to pay some attention to it.

    With more and more of us using online web applications, it’s becoming quite easy to make sure your digital inputs end up in a single place. Most services will allow you to send things easily to your email, and you can set up rules to automatically forward stuff where it needs to end up, thus automating some of the processing of your inbox. For example, you could have all emails with attachments forwarded automatically to your Google Docs account so you can access them and even edit them from just about anywhere (that’s assuming you don’t regularly receive documents whose value you need to ascertain before deciding what you need to do with it).

    For physical inputs, make sure everyone knows where to put things that they want you to see and do something about – mail, documents to review, research material, whatever. At work, this tends not to be so difficult; at home it will be another story! You’ll help make sure that your chosen inbox is seen as a place to put things that need action if you regularly process it’s contents so that it doesn’t become a place where inputs go to be forgotten.

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    And make sure you set an example by using your inbox yourself! When you’re away from your desk or from home, keep a notebook or pack of index cards with you and jot notes, appointments, numbers, etc. down as they come to you. When you get to your inbox, drop it in and process it according to your normal schedule. If you don’t make good use of your inbox, nobody else will.

    An Inbox Alone Isn’t Productive

    It’s important that your inboxes not be treated as final destinations! An inbox is only useful as a place to collect everything that’s important, to get it out of your head so that you can do something with it. Inboxes that just keep filling up are worse than useless; not only do they not help you do the things that are important enough to you to end up in your inbox, but they soon overflow and leave you in search of a new inbox to fill with all your new important stuff. All the while you get further and further behind…

    Set up an inbox-cleaning routine that fits your workstyle and the rate at which it fills. While you don’t want to let it fill to overflowing, you also don’t want to feel compelled to process everything the moment it hits your inbox. The point of your inbox is to help you manage your inputs, not to allow your inputs to manage you!

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    Next Time: Processing Your Inbox

    In the next “Back to Basics” post, we’ll look at ways of processing the material that ends up in your inboxes. While it might take some effort and discipline to make sure your inboxes are used effectively, maintaining an inbox is a largely passive affair: stuff keeps filling your inbox whether you do anything or not. Processing is the first part of doing, where you start making active decisions about what to do with each item in your inbox.

    Do you have any useful tips to help your fellow readers channel all their inputs into one place? Let us know in the comments!

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    Last Updated on October 30, 2018

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    How to Motivate Yourself: 13 Simple Ways You Can Try Right Now

    Who needs Tony Robbins when you can motivate yourself? Overcoming the emotional hurdle to get stuff done when you’d rather sit on the couch isn’t always easy. But unless calling in sick and waking up at noon have no consequences for you, it’s often a must.

    For those of you who never procrastinate, distract yourself or drag your feet when you should be doing something important, well done so far! But for the rest of you, it’s good to have a library of motivational boosters to move along.

    Whether you’re starting a buisiness, trying to los weight or breaking a bad habit, you’ll learn how to motivate yourself with different techniques in this article.

    13 Simple Ways to Motivate Yourself Right Now

    Despite your best efforts, passion, habits and a flow-producing environment can fail. In that case, it’s time to find whatever emotional pump-up you can use to get started:

    1. Go back to “why”

    Focusing on a dull task doesn’t make it any more attractive. Zooming out and asking yourself why you are bothering in the first place will make it more appealing.

    If you can’t figure out why, then there’s a good chance you shouldn’t bother with it in the first place.

    2. Go for five

    Start working for five minutes. Often that little push will be enough to get you going.

    3. Move around

    Get your body moving as you would if you were extremely motivated to do something. This ‘faking it’ approach to motivation may seem silly or crude but it works.

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    4. Find the next step

    If it seems impossible to work on a project for you, you can try to focus on the next immediate step.

    Fighting an amorphous blob of work will only cause procrastination. Chunk it up so that it becomes manageable. Learn how to stop procrastinating in this guide.

    5. Find your itch

    What is keeping you from working? Don’t let the itch continue without isolating it and removing the problem.

    Are you unmotivated because you feel overwhelmed, tired, afraid, bored, restless or angry? Maybe it is because you aren’t sure you have time or delegated tasks haven’t been finished yet?

    6. Deconstruct your fears

    I’m sure you don’t have a phobia about getting stuff done. But at the same time, hidden fears or anxieties can keep you from getting real work completed.

    Isolate the unknowns and make yourself confident, you can handle the worst case scenario.

    7. Get a partner

    Find someone who will motivate you when you’re feeling lazy. I have a friend I go to the gym with. Besides spotting weight, having a friend can help motivate you to work hard when you’d normally quit.

    8. Kickstart your day

    Plan out tomorrow. Get up early and place all the important things early in the morning. Building momentum early in the day can usually carry you forward far later.

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    Having a morning routine is a good idea for you to stay motivated!

    9. Read books

    Read not just self-help or motivational books but any book that has new ideas. New ideas get your mental gears turning and can build motivation. Here’re more reasons to read every day.

    Learning new ideas puts your brain in motion so it requires less time to speed up to your tasks.

    10. Get the right tools

    Your environment can have a profound effect on your enthusiasm. Computers that are too slow, inefficient applications or a vehicle that breaks down constantly can kill your motivation.

    Building motivation is almost as important as avoiding the traps that can stop it.

    11. Be careful with the small problems

    The worst killer of motivation is facing a seemingly small problem that creates endless frustration.

    Reframe little problems that must be fixed as bigger ones or they will kill any drive you have.

    12. Develop a mantra

    Find a few statements that focus your mind and motivate you. It doesn’t matter whether they are pulled from a tacky motivational poster or just a few words to tell you what to do.

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    If you aren’t sure where to start, a good personal mantra is “Do it now!” You can find more here too: 7 Empowering Affirmations That Will Help You Be Mentally Strong

    13. Build on success

    Success creates success. When you’ve just won, it is easy to feel motivated about almost anything. Emotions tend not to be situation specific, so a small win, whether it is a compliment from a colleague or finishing two thirds of your tasks before noon can turn you into a juggernaut.

    There are many ways you can place small successes earlier on to spur motivation later. Structuring your to-do lists, placing straightforward tasks such as exercising early in the day or giving yourself an affirmation can do the trick.

    How to Stay Motivated Forever (Without Motivation Tricks)

    The best way to motivate yourself is to organize your life so you don’t have to. If work is a constant battle for you, perhaps it is time to start thinking about a new job. The idea is that explicit motivational techniques should be a backup, not your regular routine.

    Here are some other things to consider making work flow more naturally:

    Passion

    Do things you have a passion for. We all have to do things we don’t want to. But if life has become a chronic source of dull chores, you’ve got a big problem that needs fixing.

    Not sure what your passion is to get you motivated? This will help you:

    How to Get Motivated and Be Happy Every Day When You Wake Up

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    Habits

    You can’t put everything on autopilot. I’ve found putting a few core habits in place creates a structure for the day.

    Waking up at the same time, working at the same times and having a similar productive routine makes it easier to do the next day.

    This guide will be useful for you if you’re looking to build good habits:

    Understand Your Habits to Control Them 100%

    Flow

    Flow is the state where your mind is completely focused on the task at hand. While there are many factors that go into producing this state, having the right challenge level is a big part.

    Find ways to tweak your tasks so they hover in that sweet spot between boredom and maddening frustration.

    Easily distracted and hard to focus? Here’s your solution.

    Final Thoughts

    With all these tips I’ve shared with you, now you know what to do when you’re feeling unmotivated.

    Find your passion and develop a positive mantra so when the next time negativity hits you again, you know how to stay positive and motivated!

    Featured photo credit: Pexels via pexels.com

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